Downloaded the Mailock Outlook add-in? Here's how to get started.
With the Mailock Outlook add-in installed your ribbon layout will look a little different; you will have a new ‘Compose New Secure Email’ button and a ‘Mailock’ Tab.
Sending a secure mail
If you click on ‘New Secure Email’, or ‘New Email’ you will have the same pop out window. The only difference is the Mailock logo in the top left:
If the Mailock logo has the green tick, the email IS secure.
If the Mailock logo is showing a red warning, the email IS NOT secure.
Clicking on the Mailock logo, any time before you send, toggles your message between secure and unsecure.
If you try to send an email unsecurely the add-in checks for words in the message that may suggest it should be sent securely. If any are found the following will be shown:
This highlights the words it found and gives you the option to send the message securely.
Authentication Challenge
When you select to send your message using Mailock to a new recipient, the following screen is pops up:
A key step in securing your message is adding a challenge. As above, this can be either adding a question and answer or adding their mobile phone number, which sends them an authentication code. This step verifies the recipient’s identity and if choosing the challenge question and answer method it should be something known to just you and your recipient. For tips on what to set for a challenge click here
Once a registered recipient has successfully answered the challenge question they are added to your trusted community of verified recipients. For more information about the trusted community and it's benefits, click here
To see what the recipient sees when you send a message, click here.
Tip: If you use the reading pane in Outlook, which shows a preview of your emails, and you receive a secure message don’t click on the ‘Read my message’ link you’ll see in the preview window. Instead, double click on the message to open it and Mailock will automatically decrypt it for you.
Message tracking
You can also track the message you’ve sent using Mailock. Go to your Sent Items in Outlook and open the message. The Mailock button either displays in blue if the message was sent securely or is grayed out if not. If it was, clicking the button gives you further options:
Choosing ‘Show access details’ displays tracking details such as if/when the email was opened and if any attachments have been opened:
If the ‘Revoked’ box is ticked, then the recipient will not be able to read the message. This happens automatically if they answer the security challenge incorrectly 5 times or can be manually set by you by clicking the box (e.g. if you sent the message by mistake). If the box is empty, as above, the recipient can read the message as normal. You can revoke or unrevoke a message at any time, even after it has been read.
In addition to the above you will receive a notification email when your recipient has opened your email, as per the example below. You'll also receive a notification email when a message was revoked due to a failed the security challenge.
If you’d like to automatically move these to a folder other than your Inbox, we have a suggestion here.