If you do not have ZixMail Version 1.7, please download now.

Section 1 - Getting Started with ZixMail for Outlook

1.01 - Introduction to ZixMail™ for Outlook - overview
1.02 - Getting the latest version of ZixMail for Outlook
1.03 - How ZixMail for Outlook works with Microsoft Outlook
1.04 - Downloading ZixMail for Outlook
1.05 - Creating your ZixIt Signature
1.06 - Setting up ZixMail for Outlook on your PC
1.07 - Getting help with ZixMail for Outlook

Section 2 - ZixMail for Outlook User Options

2.01 - ZixMail for Outlook User Options - overview
2.02 - User Option - Password Options
2.03 - User Option - Remember Resolved Addresses
2.04 - User Option - Sending to users without ZixIt Signatures

Section 3 - Composing/Sending ZixMail Messages

3.01 - Composing and Sending ZixMail messages - overview
3.02 - Specifying the recipient when there are multiple addresses
3.03 - Composing a ZixMail message
3.04 - Inserting files in a ZixMail message
3.05 - Sending and signing a ZixMail/ZixMail.net message

Section 4 - Reading ZixMail Messages

4.01 - Reading ZixMail messages - overview
4.02 - Opening a ZixMail message
4.03 - Replying to a ZixMail message
4.04 - Forwarding a ZixMail message

1.01 - Introduction to ZixMail ™ for Outlook - overview

ZixMail for Outlook enables Internet users worldwide to send and receive encrypted and digitally signed email communications using their current email address and their Microsoft Outlook email system.

ZixMail for Outlook messages are encrypted individually for each recipient and sealed with the sender's ZixIt Signature and a certified time-stamp.

These security measures ensure that no one except the intended recipient can read the message. And, because every ZixMail for Outlook message is digitally signed, the recipient has irrefutable proof of the sender's identity.

ZixMail for Outlook is easy to use and does not change your existing Outlook email program. In many ways, it works just like it -- you compose a message, attach files, and send the message by clicking the ZixMail for Outlook ™ toolbar button.

This introduction section gives you an overview of ZixMail for Outlook, describes the procedures for downloading and installing the program, and provides guidance for obtaining further help.

1.02 - Getting the latest version of ZixMail for Outlook

From time to time, updated versions of ZixIt Signature Manager or ZixMail for Outlook will be available for download and installation. New versions of ZixIt products will also be available for download from our Web site at www.zixit.com. Please check our website periodically for update information.

Important: New versions of ZixMail for Outlook will use the same ZixIt Signatures you already have. You do not need to re-create your ZixIt Signatures.

Related topics: Downloading ZixMail for Outlook

1.03 - How ZixMail for Outlook works with Microsoft Outlook

ZixMail for Outlook is designed to work in conjunction with your Microsoft Outlook email program. You will not need to reconfigure your Microsoft Outlook email program to use ZixMail.

ZixMail messages arrive as attachments in your regular Microsoft Outlook inbox.

Simply clicking the ZixMail for Outlook toolbar button encrypts/sends and decrypts/opens ZixMail messages. You can also click the ZixMail Menu and select Decrypt the selected message to open ZixMail messages.

1.04 - Downloading ZixMail for Outlook

The ZixMail for Outlook download and installation process is free and requires no registration. ZixIt Signature Manager and the ZixMail standalone software are bundled with ZixMail for Outlook.

Note:
ZixMail does NOT integrate with Microsoft Outlook Express, but with Microsoft Outlook.

To download and install ZixMail for Outlook:

1. Exit all Windows programs.
2. Point your browser to www.zixit.com.
3. Click Download Free Trial.
4. Enter your information in the fields provided and click Submit.
5. Review the export restrictions of the product and affirm that you are not located in a prohibited export destination. The United States government has strict guidelines for the distribution of encryption technology. Please review the statement carefully before agreeing to it.
6. When the download process begins, you will be prompted to either open the file from the current location or save it to disk. Choose Save to Disk.
7. In the dialog box, identify a convenient, easy-to-remember place on your disk or desktop where you want to save the ZixMail Download File.
8. When the download is complete, go to where you saved the Download File and double-click it to initiate the auto-installation process. Simply click through the standard installation questions.
   • Select one of the following.
     • Create a new Signature
     • Import a Signature archive
     • Wait until later

Before you can use ZixMail or any other ZixIt-enabled products, you must create and then activate your ZixIt Signature.

Related topics: Downloading ZixMail

1.05 - Creating your ZixIt Signature

If you are registering for the first time, the ZixMail Setup wizard walks you through setting up a ZixIt Signature. Your ZixIt Signature is the “key” which is used to send and open encrypted messages. Therefore, before you can use ZixMail, you must create a ZixIt Signature.

Note: If you exit the setup wizard before creating your ZixIt Signature, or if you need to create another Signature at a later date, you can create a Signature at any time in ZixIt Signature Manager (See: Creating a ZixIt Signature in ZixIt Signature Manager help).

To create your ZixIt Signature

1. Enter your existing email address twice; click Next.
   
   
2. Confirm email address; click Next.
   
   
3. Next, choose a Signature Phrase that you will use as a password to your ZixIt Signature. You will type this Signature Phrase each time you open or send a ZixMail message.

Your Signature Phrase must be at least one character long but no more than 128 characters. The Signature Phrase is case sensitive and may contain spaces and any characters.

Do not forget this Signature Phrase. At no time does Zix Corporation have access to your Signature Phrase.

Your Signature Phrase is used to "lock and unlock" your private key as it resides on your local machine. Therefore, your ZixIt Signature will not work without your Signature Phrase.

Enter your Signature Phrase twice. Click Next.

4. Your ZixIt Signature will be saved and your email registration information will be sent to ZixIt, as indicated by the progress bar reaching 100%. Click Next.
   
   
5. You will be prompted to create a ZixIt Signature Recovery File. It is very important to create a Recovery File to use as a backup. If you forget your Signature Phrase or you lose your Signature File from your computer, you will not be able to open previously received ZixMail messages or open or send new ZixMail messages unless you are able to import your ZixIt Signature.

Important: After creating a ZixIt Signature Recovery File, secure the disk in a safe place. If someone were to gain access to your disk, your security would be compromised.

6. You will be informed that you have received a confirmation email from ZixIt. Click Finished and go to your regular email inbox.
   
   
7. Open the confirmation email and click on the hyperlink to confirm activation of your ZixIt Signature. See Confirming a ZixIt Signature.
   
   
8. Finally, go to ZixIt Signature Manager. Click Update Status to change your Signature status from New to Active

1.06 - Setting up ZixMail for Outlook on your PC

Before using ZixMail for Outlook, please read these instructions:

About the ZixIt Signature

To use ZixMail for Outlook on your PC, you must have an active ZixIt Signature for your Microsoft Outlook email address.

You can access the ZixIt Signature Manager by opening the ZixMail Menu and selecting Signature Manager.

If you do not have a ZixIt Signature, you must create one using ZixIt Signature Manager. This program was installed on your PC during the installation of ZixMail for Outlook. To use ZixIt Signature Manager, refer to the instructions at ZixIt Signature Manager Help.

ZixMail for Outlook Toolbar button

The ZixMail for Outlook toolbar button is only visible when the Standard Microsoft Outlook Toolbar is visible. Hiding the Standard Microsoft Outlook toolbar will also hide the ZixMail for Outlook toolbar button.

To show the Standard Microsoft Outlook Toolbar:

1. Click on the View Menu.
2. Click Toolbars.
3. Click Standard.

When the checkmark appears to the left of Standard Toolbar the "show" option is selected and the ZixMail for Outlook button will be displayed.

If is not displayed, click the "More Buttons" drop-down arrow on your Microsoft Outlook toolbar and check the ZixMail option.

1.07 - Getting help with ZixMail for Outlook

If you have technical questions about ZixMail for Outlook, you can obtain assistance in several ways:

• Use the help pages at www.zixit.com.
  You can review the Support help contents, the FAQ and the glossary.
• Access Help from the Microsoft Outlook toolbar.
  Select the Help Menu on the Microsoft Outlook toolbar and click ZixMail Help. This opens an Internet browser window containing a link to the Support page. From here, you can choose from basic and advanced topics or click ZixMail for Outlook Help.
• Email the ZixIt Support Center for technical or other assistance.
  To access the online email form, click here.
• Call the ZixIt Support Center for technical or other assistance.

A ZixIt Support Center Technician will respond quickly by email to resolve the problem. However, in the event that email does not solve the problem for you, a Special Case Number that immediately identifies your situation to our technicians will be emailed along with the Support Center telephone number.

2.01 - ZixMail for Outlook User Options - overview

You can access the ZixMail for Outlook User Options using menu commands. Open the ZixMail Menu and select User Options.

2.02 - User Options - Password Options

ZixMail for Outlook can be set to remember your ZixIt Signature Phrase, allowing you to quickly open and send ZixMail messages during an open Outlook session. When this feature is selected, you will not have to type your Signature Phrase each time you open or send a ZixMail message..

1. Click the ZixMail menu in your Outlook toolbar, and click User Options.
2. Click Password Options.
3. Choose one of the following options:

• Always prompt for password - requires a Signature Phrase be entered each time you open or send a ZixMail message
• Remember password until Outlook closes - remembers your Signature Phrase until you close your Outlook session
• Remember password for "x" Minutes - allows you to set the amount of time ZixMail will remember your Signature Phrase from 1-999 minutes

Note: When opening a Certified ZixMail message, you will need to enter your Signature Phrase regardless of whether ZixMail is set to remember your Signature Phrase.

2.03 - User Option - Remember resolved addresses

Within Microsoft Outlook it is possible to have more than one email address for names in the address book. When sending email to a name with more than one email address, a Resolve Recipient Window opens. To send the email message, you must choose an email address from the drop-down list.

When the Remember Resolved Addresses feature is enabled, ZixMail for Outlook automatically uses the chosen email address you provided and subsequently uses this address to send future messages.

2.04 - User Option - Sending Options

Sending Options control how you send secure communications to recipients who do not have active ZixIt Signatures. ZixMail uses ZixMail.net to send these types of messages.

There are three options:

1. Always send using ZixMail.net. This option will automatically send via ZixMail.net.
2. Prompt me. This option will first prompt you before sending via ZixMail.net. This is the installed default option.
3. Don't send. This option will not send out the communication via ZixMail.net.

3.01 - Composing/Sending ZixMail messages - overview

You can send secure ZixMail communications to any recipient through Microsoft Outlook.

• If the recipient is also a ZixMail user and has an active ZixIt Signature, ZixMail will send the encrypted message directly to the recipient's inbox.
• If the recipient does not have an active ZixIt Signature, ZixMail will prompt you to send the encrypted message using ZixMail.net.

Composing and sending ZixMail messages is very similar to composing and sending a regular Microsoft Outlook mail message.

3.02 - Specifying the recipient when there are multiple addresses

Within Microsoft Outlook it is possible to have more than one email address for names in the address book (i.e., John Smith - office; John Smith - home; John Smith - NY office). ZixMail automatically identifies multiple addresses and asks you to "resolve" the address. See User Option - Remember resolved addresses, the feature that automatically selects the address you designate for all future email messages.

3.03 - Composing a ZixMail message

With ZixMail for Outlook, you compose your message as usual in Microsoft Outlook.

3.04 - Inserting files in a ZixMail message

With ZixMail for Outlook, you insert files as usual in Microsoft Outlook. Files are compressed before they are encrypted and sent.

3.05 - Sending and signing a ZixMail message

When you have finished composing a ZixMail message and want to send it, click on the toolbar (instead of the regular Send button).

A Send Options dialog window appears containing options for Certified Receipt, Email Address, Advanced, and the prompt for your Signature Phrase.

To send a ZixMail message:

1. Click on the toolbar.
2. When the Send Options dialog box opens, select your options..
3. Enter your Signature Phrase.
4. Click OK.

Select your ZixMail Send Options.

Certified Receipt - check this option if you want to receive an email certifying the time the recipient opens your message for the first time.

Certified Receipt is a confirmation ZixMail message that is automatically sent to you (the sender) when the recipient opens the message for the first time. The confirmation arrives as a ZixMail message with the designation ZCR: inserted at the beginning of the subject line, followed by the original subject.

The certified receipt contains the following information:

1. The original digitally signed time-stamp showing the time that the message was sent.
2. A second digitally signed time-stamp that shows the time the recipient opens the message for the first time.
3. The Message ID associated with the original message.

Email Address - This drop-down list displays all ZixMail-registered email addresses installed on your computer.

1. You may select any available email address to "digitally sign" the ZixMail message you are sending. The selected address is displayed in the "From:" field within the ZixMail message.
2. Your regular Outlook email address is still the "sending address" displayed in your recipient's inbox.

Signature Phrase - Enter the Signature Phrase for the email address you selected from the drop-down list.

Advanced - Click Advanced when you know your recipient does not have an active ZixIt Signature and you want the message delivered securely. (See ZixMail.net Options below.)

ZixMail Completion Summary

The ZixMail Completion Summary window appears after your message has been sent. This summary reports the Sent status and Method of each Recipient. Click OK.

Important: ZixMail immediately identifies any recipient who does not have an active ZixIt Signature and presents you with the option to send using ZixMail.net. Your message will be sent according to your User Option selection. See When sending to users without ZixIt Signatures.

ZixMail.net options

ZixMail.net is a secure messaging service that lets you send secure, encrypted email to non-ZixMail users. The recipient views the message over an SSL (Secure Sockets Layer) connection and opens the message by entering a Password.

ZixMail has the capability of automatically determining whether or not the recipient of a ZixMail message has a ZixIt Signature, and will send the message using the best available method, either ZixMail or ZixMail.net.

To send a ZixMail.net message:

1. Compose your message in Outlook
2. Click on the toolbar.
3. Enter your Signature Phrase and click OK.
4. When the Recipients Do Not Have ZixMail box displays, select your ZixMail.net Options (see below), and click OK.

Selecting ZixMail.net options

Return Pickup Receipt to Me - check this ZixMail.net option when you want to receive an email stating when the recipient opens your message for the first time.
The Pickup Receipt informs the sender of the following information:

1. Sender's email address.
2. Recipient's email address.
3. Subject of the message.
4. Time at which the message arrived to recipient.
5. Original time at which message was opened by the recipient. (If the attempt to open was unsuccessful, the sender will not receive a Pickup Receipt.)

Days to Hold Message for Pickup - This ZixMail.net option sets the expiration time for email to remain available for pickup (1-21 days).
The system default is 14 days. If the message is not picked up within the designated period, a notification will be sent to you (the sender) stating that the message has expired. A designation of ZME: is automatically inserted at the beginning of the subject line, indicating a ZixMail.net "Expiration" message. 
Scroll the up and down arrows to choose the expiration date.

Advanced Settings

You may have noticed the Advanced button before you sent your ZixMail message. This button simply allows you to force a message to go out via ZixMail.net rather that ZixMail. You may choose this option if your recipient is traveling and needs to receive messages via the ZixMail.net Web site.

Note: If you are not sure if your recipient uses ZixMail, click Send. ZixMail automatically recognizes the most secure method.

4.01 - Reading ZixMail for Outlook messages - overview

ZixMail messages arrive in your regular Microsoft Outlook inbox. You can open, read, reply to, forward, or print them. You can also open or save the files attached to ZixMail messages.