ZixIt Signature Manager

• 1. I don't remember my Signature Phrase. Can you send it to me?
• 2. I have lost or deleted my Signature file from my computer.
• 3. Why do I get the "Incorrect Signature Phrase" error?
• 4. I did not receive the Signature confirmation email. What do I do?

ZixMail

• 5. Does ZixMail work behind a firewall or proxy server?
• 6. How do I copy my email address book into ZixMail?

ZixMail for Outlook

• 7. There is no "red Z" in my Outlook toolbar.
• 8. The "check names" box apprears when trying to send.
• 9. Why does the TO: name change after I enter it?

Question 1 - I don't remember my Signature Phrase. Can you send it to me?

For security purposes, your Signature Phrase has not been stored on our server; therefore, it cannot be sent to you. However, if your ZixIt Signature is still Active, you may have an option to recover your ZixIt Signature and create a new Signature Phrase. (To verify that you have an Active ZixIt Signature: Open ZixIt Signature Manager to see if your email address is displayed, click Update Status to determine your current status.)

Option 1 - When you first created your ZixIt Signature, you were prompted to create a ZixIt Signature Recovery File and store it safely. If you have this file, follow these instructions to import a copy to your computer.

1. Open ZixIt Signature Manager, click on Import Sigs.
2. Insert disk (if appropriate) and browse to the location where you stored your Recovery File (floppy, Zip®, Jaz®, directory). The file extension is .zkx.
3. Click Continue.
4. When prompted, enter your email address and a new Signature Phrase.
5. A recap of the import activity showing the recovered ZixIt Signature and the action taken will then be displayed. When the recovery process finishes, click OK.

Option 2 - At some point in the past, you exported your ZixIt Signature (private key) from ZixIt Signature Manager to your hard drive or removable disk to serve as a backup copy. If you have this file, follow these instructions to import a copy to your computer.

1. Open ZixIt Signature Manager, click Import Sigs.
2. Insert disk (if appropriate) and browse to the location where you stored your Recovery File (floppy, Zip®, Jaz®, directory). The file extension is .zkx.
3. Click Continue.
4. At the Protection Phrase prompt, type the protection phrase (or password) that was used during the export process. Click OK.
5. A recap of the import activity showing each imported ZixIt Signature and the action taken will then be displayed. When the import process finishes, click OK.

If you DID NOT create a Recovery File or an export copy of your ZixIt Signature, email ZixIt Support for further options. Include your telephone number and the best time to reach you between Monday-Friday, 7am-9pm Central Standard Time.

Question 2 - I have lost or deleted my Signature file from my computer. How can I start over?

For security purposes, your Signature file is not stored on our server; therefore, it cannot be sent to you. However, you may have an option to recover (restore) your ZixIt Signature, depending on choices previously made.

Option 1 - When you first created your ZixIt Signature, you were prompted to create a ZixIt Signature Recovery File and store it safely. If you have this file, follow these instructions to import a copy to your computer.

1. Open ZixIt Signature Manager, click Import Sigs.
2. Insert disk (if appropriate) and browse to the location where you stored your Recovery File (floppy, Zip®, Jaz®, directory).
3. Click Continue.
4. When prompted, enter your email address and Signature Phrase (you may create a new Signature Phrase or retain your previous one if you choose).
5. A recap of the import activity showing the recovered ZixIt Signature and the action taken will then be displayed. When the recovery process finishes, click OK.

Option 2 - At some point in the past, you exported your ZixIt Signature (private key) from ZixIt Signature Manager to your hard drive or removable disk to serve as a backup copy. If you have this file, follow these instructions to import a copy to your computer.

1. Open ZixIt Signature Manager, click Import Sigs.
2. Insert disk (if appropriate) and browse to the location where you stored your Recovery File (floppy, Zip®, Jaz®, directory). The file extension is .zkx.
3. Click Continue.
4. At the Protection Phrase prompt, type the protection phrase (or password) that was used during the export process. Click OK.
5. A recap of the import activity showing each imported ZixIt Signature and the action taken will then be displayed. When the import process finishes, click OK.

You can now use the imported ZixIt Signature(s).

If you DID NOT create a Recovery File or an export copy of your ZixIt Signature, email ZixIt Support for further options. Include your telephone number and the best time to reach you between 7am-9pm Central Standard Time.

This error can indicate something as simple as mis-typing your phrase. The Signature Phrase is case sensitive and must be entered exactly as created, so please check spacing and your CAPS LOCK key.

You may also want to confirm that you do, in fact, have an active Signature (in ZixIt Signature Manager, click on "Update Status" to display current status of your email address).

Also, confirm that you are logged on appropriately to the computer where your Private Signature Code resides.

After all these checks and after trying various spacing and case combinations, you may want to move on to the next step: Recovering your ZixIt Signature. Please see the information here.

During the creation of your ZixIt Signature, it is necessary to complete the transaction within 24 hours by clicking on the "Accept" link in the confirmation email. After 24 hours, unconfirmed Signatures are removed from the ZixIt Worldwide Signature Server.

Since you do not believe you received the Signature Confirmation email, it will be necessary to first verify if your Signature is active by opening ZixIt Signature Manager and clicking Update Status.

1. A Signature that has an Active status has been confirmed and is activated and ready to use.
2. A Signature with a New status has not yet been activated and is awaiting confirmation.

   If you did not receive the confirmation email or were otherwise unable to confirm your Signature, please wait 24 hours from the time that you first created the Signature and attempt to recreate the same Signature.

3. A Signature with an "Unconfirmed" status has passed the 24-hour time limit and must be recreated. You will first need to delete the unconfirmed Signature file from your computer. Follow these steps:
   • Open ZixIt Signature Manager
   • Click Update Status
   • Highlight the unconfirmed Signature
     Click Delete Selected
     Choose Delete from THIS MACHINE ONLY and enter your Signature Phrase.
     Click Continue

After you have deleted the unconfirmed Signature from your machine, start over from the beginning by clicking Create New.

TIP: If clicking on the "Accept" link the first time did not take your browser to a "Successful" page, do not delete the Signature confirmation email. Try again by entering a "cut and paste" of the "Accept" link into your browser URL window.

If your company is using a firewall, there should be no problem sending ZixMail through it. ZixMail uses HTTP protocols to communicate with the Worldwide Signature Server. ZixMail should be able to pass through the firewall just like Web page content.

However, each firewall is unique and contains different safeguards. Your network administrator should know if the network's firewall has a unique configuration that would interfere with the operation of ZixMail.

If you are located behind a proxy server and the proxy server requires username and password authentication, then you will need to configure the proxy settings inside ZixMail and ZixIt Signature Manager for ZixMail to function properly.

Open ZixMail and ZixIt Signature Manager. The settings must be configured in both applications.

To Configure proxy settings in ZixIt Signature Manager:

1. Click on the Actions menu.
2. Click on Proxy Access.
3. Enter the Proxy name, Port Number, Username, and Password required to access your proxy server in the appropriate fields.

To configure proxy settings in ZixMail:

1. Click on the options menu.
2. Click on Proxy settings.
3. Enter the Proxy name, port number, username, and password required to access your proxy server in the appropriate fields.

Internet Explorer Corporate LAN users: If you are unsure and want to find out if you are using a proxy server, follow these steps:

1. Open an Internet Explorer browser window, go to the Tools drop down menu and select Internet Options.
2. Click on the Connection tab and look at the Proxy Server section in the middle of the menu if you are using IE 4.x. If you are using IE 5.0 or greater, select the LAN Settings button.
3. If the "Access the Internet using a Proxy Server" box is checked, you are indeed using a Proxy Server. You will need to configure the proxy settings inside ZixMail and ZixIt Signature Manager.

Netscape Corporate LAN users: If you are unsure and want to find out if you are using a proxy server, follow these steps:

1. Open Netscape browser window, go to the Edit drop down menu and select Preferences.
2. In the Category section of Preferences, click on the "+" sign next to Advanced to expand its sub-levels.
3. Click on Proxies.
4. You will see three options:
   • Direct Connection to the Internet
   • Manual Proxy Configuration
   • Automatic Proxy Configuration

     If Direct Connection to the Internet is selected, you do not go through a Proxy, thus you do not have to specify a proxy setting in ZixIt Signature Manager or ZixMail.

     If Manual or Automatic Proxy Configuration is selected, you do go through a proxy server and must configure ZixIt Signature Manager and ZixMail to be able to send Zixmail messages through this server.

Note: ZixMail does not currently support Automatic Proxy Configuration. If your are set up for Automatic Proxy configuration, please see your Network Administrator to verify the following information to correctly configure ZixIt Signature Manager and ZixMail:

1. Proxy Name
2. Proxy Port Number
3. Username and Password

Export the address book from your current email program as a ".wab" (Windows Address Book) file type. Export the file to your desktop or some other temporary directory.

To import an existing address book from another email program into ZixMail, follow the steps below:

1. Select the Address Book Tab in ZixMail.
2. Select Import.
3. Select Windows Address Book and Continue.
4. Make sure that the correct address is listed that you want to import. If the desired email address is not listed, search for the location for all files with the extension ".wab" (Windows Address Book) and import from that location.

For specific information about exporting your existing address book as a ".wab" file, contact your Network Administrator or your email client provider.

First, please confirm that you are using the full Microsoft Outlook program (as opposed to Outlook Express). ZixMail for Outlook does not integrate with Outlook Express.

Second, look in the Menu Bar at the top of your Outlook Window for a ZixMail dropdown menu (it should be to the left of the Help dropdown menu).

• If you do see the ZixMail menu, this means that ZixMail has been integrated into your Outlook software. It is probably just a matter of choosing the right tool bar options to display the red ZixMail "Z" button.

  Make certain that the Standard toolbar is fully visible. To ensure this, first maximize your Outlook window and perform one of the following actions:

  1. Right-click on the Outlook toolbar and ensure that only the Standard toolbar is checked.
  2. Drag the Standard toolbar into a higher or lower position. It may not be fully visible if it is sharing a place with another toolbar.
  3. Click the 'More Buttons' icon at the far right of the Standard toolbar to temporarily view any buttons that may be hidden due to insufficient room on the toolbar.

• If there is no ZixMail menu, then ZixMail has not yet been integrated into your Outlook software. If this is the case, and you have downloaded and installed the latest ZixMail version, then most likely the "Minimal" install option was selected during setup (which only installs the stand-alone client). The "Typical" install option is what needs to be selected to install ZixMail for Outlook.

If during the install you did not receive the Select Components screen with the option to choose either "Typical" or "Minimal" installation, then you probably did not uninstall your old version of ZixMail before installing the new version. The installation program most likely saw the old configuration of ZixMail and automatically chose the "Minimal" install to match your previous configuration of having the Standalone client only.

To resolve this issue and to be prompted with the Select Components screen so that you can select the "Typical" install, uninstall your existing version of ZixMail before installing the new version (Go to Start/Settings/Control Panel and select the Add/Remove Programs icon. In the window that appears, scroll down until you find ZixMail. Highlight ZixMail and click Add/Remove). Your existing ZixIt Signatures (if any) WILL NOT be deleted.

Once ZixMail has uninstalled, make sure that you have exited all programs, especially Outlook. Double click the downloaded setup file to run the installation again. This time, you should receive the Select Components option. When this screen appears, choose the "Typical" install option. ZixMail should then install both the stand-alone client and ZixMail for Outlook.

If your situation is different from the description above, please email ZixIt Support with the specifics of your situation. Include any additional information that will help us troubleshoot the problem.

The "Check Names" dialog box is a function of Outlook. Within Microsoft Outlook, it is possible to have multiple entries in the address book with the same name or alias.

The check names box appears when you have entered a name in the TO: field and there are one or more entries in the Outlook address book with the same name or alias. For example, you could have three entries in the address book for three different email addresses, and could enter all three with the same name as the contact name. If you just entered the contact name in the TO: field, Outlook would need to know which entry you wanted to use.

You may have the "Remember Resolved Addresses" box checked. Uncheck this box and you should be able to select which actual SMTP address you wish to use for each name in the address book.

If you do not see this check box, go to the menu bar and click ZixMail/User Options and Uncheck the "Remember Resolved Addresses" box.