2.06 - Attaching files to a ZixMail message

When you compose a ZixMail message, you can attach one or more files of any type. ZixMail compresses and encrypts all of the files when it sends your message.

To attach files to a ZixMail message:

1. On the Compose ZixMail window, click Attach Files.
2. On the Add Attachments box, navigate to the folder that contains the file or files that you want to attach to the message.
3. Click the name of the file to attach. To select multiple files in this folder at one time, hold down the Ctrl key and click each file to attach.
4. When you have selected all of the files that you want to attach, click OK. ZixMail displays the names of the files attached to this message at the bottom of the Compose ZixMail window.

To remove a file attachment to a ZixMail message, highlight the name of the attached file and click Remove File(s) or press the Delete key. This will not delete the file, only remove it from the attachment list.

Related topics: Attaching a list of files to a ZixMail message

2.07 - Attaching a list of files to a ZixMail message

A file list is a standard text file you create that contains a list of files, one per line, that you want to attach to a ZixMail message. This allows for repetitive file transfers to be handled very efficiently.

When you create a file list, you specify the complete path for each file you want to attach. Wildcards are allowed. For example, a text file named "research_files.txt" could be created with the following contents:

[Contents of: research_files.txt]

c:\my documents\rsch2.doc
c:\my documents\rsch1.xls
c:\research-archives\rsch3.zip
d:\old-files-research\*.*

Typical uses for the file list feature would include repetitive file transfers from office to home or from one office to another. One benefit of using this feature is  that the files transferred are accurate, encrypted, compressed, and time stamped.

You can alternately specify multiple files to attach to a ZixMail message by selecting individual files with the Attach File button in the Compose ZixMail window.

To attach a file list to a ZixMail message:

1. On the Compose ZixMail window, click Attach File List.
2. Browse to the file list location in the Attach File List lookup window.
3. Select the name of the file containing the file list and click OK. ZixMail displays the names of each attached file in the Compose ZixMail window.

NOTE: You cannot use file names that include wildcards.

Related topics: Attaching files to a ZixMail message

2.08 - Saving a ZixMail message as a draft

ZixMail messages can only be sent while you are connected to the Internet. However, you may find it necessary to compose ZixMail messages offline, such as when you are on an airplane. In these cases, when you complete ZixMail compositions, they can be stored in the Drafts folder until you are connected to the Internet and are able to send them.

Also, you may want to send a ZixMail message to someone who does not have a ZixIt Signature. You can prepare a message to them, save the message as a draft, and send it later after the recipient has created a ZixIt Signature.

To save a ZixMail message as a draft:

1. Compose your ZixMail message in the Compose ZixMail window.
2. Click Save As Draft to save the ZixMail message as a draft and send it later.
   
3. In the Save As Draft box, select one of the following:

• To save unencrypted, select Save as draft-unencrypted and click OK.
• To save encrypted, select Save as draft-encrypted and click OK then type your password in the Save as Draft box and click OK.

ZixMail saves the message in the Drafts folder.

Related topics: Sending a draft

2.09 - Printing the Compose ZixMail window

Occasionally, you will want to review a printed copy of a message that you are composing.

Click the Print button to send a copy of the ZixMail message to your printer or, you can select File/Print from the menu.

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2.10 - Sending and signing a ZixMail message

When you have finished composing a ZixMail message and want to send it, click Send.

A "Sending ZixMail" dialog window appears containing ZixMail Options, an Advanced Options button, and the prompt for your password.

Select the desired options (explained below), then type the correct password for the email address shown in the "For Email Address:" field.

ZixMail 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 opened the message for the first time.
3. The Message ID associated with the original message.
   

To request a Certified Receipt, click the checkbox to enable this option.

Send encrypted copy to me - check this option if you want to receive an encrypted copy of this message for your records.

(See Sending yourself a copy of a ZixMail message.)

Advanced Options (ZixMail.net options) Button

ZixMail.net is a secure messaging service that lets you send secure, encrypted email to non-ZixMail and ZixMail users alike. The recipient views the message over an SSL (Secure Sockets Layer) connection via a web browser 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 when your recipient does not have a ZixIt signature:

1. Compose your message in ZixMail and click Send.
2. Enter your Signature Phrase and click OK.
3. When the Recipients Do Not Have ZixMail box displays, choose your ZixMail.net Options (see below) from the Advanced Options button and click OK.
4. Click Send.

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 Options

You may have noticed the Advanced Options button when you send a ZixMail message. This button simply allows you to force a message to go out via ZixMail.net rather than 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.

Related topics: Specifying the recipient for a message (To:), Setting ZixMail to Remember your Signature Phrase

2.11 - Sending yourself a copy of a ZixMail message

When you compose a ZixMail message, you can send an encrypted copy of the message to yourself. Only you can read this encrypted copy, and the copy has a certified time-stamp attached to it.

Possible uses of this feature include copyright or patent information that requires irrefutable date/content validation. This feature is also a way to simulate a "Sent folder" for all of your outgoing ZixMail messages.

To copy yourself on a ZixMail message:

1. On the Sending ZixMail signing window, select the Send Encrypted Copy to Me check box to enable this feature.
2. ZixMail delivers the message to your regular email inbox.
3. The subject of the message will begin with ZCC:, indicating a ZixMail "carbon copy" message.

Important: Your ZixMail copy will contain a certified time stamp.

2.12 - Formatting Text in a ZixMail Message

When you compose a ZixMail message, you can format the text in the "Message" area very much the same as you can when using a word processing program.

To format or reformat text in a ZixMail message:

1. Position the cursor at the desired location for text formatting, or in the case of reformatting, highlight the text to be reformatted.
2. Select the Format menu.
3. Click Font.
4. Make desired changes in the "Font" window. Formatting options include:

   • Font - choose from the fonts available on your computer.
   • Font Style.
   • Font Size.
   • Effects - options include Strikeout, Underline, and Color.
   • Script - options include available language-specific character sets.

5. Click OK when finished selecting formatting options.

2.13 - Checking Spelling and Spell-Check Preferences

A spell-checker is included in the ZixMail application. You can check the spelling at any time during composition of a ZixMail message, or you can turn on the Spell Checker to automatically indicate possible errors as you are typing. You can also customize the dictionary used by the Spell Checker.

To turn on the automatic Spell Checker:

1. Select the Options menu.
2. Click Spell Checker.
3. While typing, possible errors will be indicated with a bold and colored font.

To correct possible errors indicated by the Spell Checker:

1. Position cursor over the word that is indicated as a possible error.
2. Right-click, and choose new word from the list, or select desired option.
3. Select the correct word from the list, or select the desired option.

To check spelling at any time during composition of message:

1. Click Spell Check at the top of the Compose ZixMail window.
2. A Check Spelling dialogue window will appear when a possible error is found.
3. Select the correct word from the list, or select the desired option.

To change preferences of Spell Checker:

1. Select Options menu.
2. Click Spelling Preferences in the Options dialog box.
3. Select desired preferences.
4. Click OK.

Important: For further help with Spell Checker, click on the Help button within any of the Spell Checker dialogue windows.

2.14 - Setting ZixMail to Remember your Password

Beginning with ZixMail version 1.7, you can choose to have ZixMail remember your ZixIt password for the purpose of quickly sending and/or reading ZixMail messages. This is known as caching. ZixMail will remember your password for a predetermined length of time, or until you close ZixMail.

Note: By default, ZixMail will cache your password for both sending and reading messages. Be sure to secure control of your desktop when using this feature, since anyone gaining access to your PC while your password is cached could open your secure ZixMail messages, or send signed ZixMail messages on your behalf.

To change your password cache settings in ZixMail:

1. In ZixMail, click the Options menu, then choose Preferences from the drop-down menu.
2. Under Passwords choose one or more of the following:

• Remember Password(s) - remembers your Signature Phrase when sending and reading ZixMail messages.
• Expire Remembered Passwords - allows you to set the amount of time ZixMail will remember your Signature Phrase from 1-999 minutes.
• Immediately Delete all Remembered Passwords - clears all remembered Passwords for all of your ZixIt Signatures when the Delete button is clicked (closing ZixMail will also perform this function).

3. Click OK.

Note: When opening a Certified ZixMail message, you will need to enter your Password, even if ZixMail is set to remember your Password.

ZixMail allows you another opportunity to change the setting for remembering sending and reading Passwords in the "Sending ZixMail" screen during the sending process, just below the box where you enter your Password.

3.01 - Reading ZixMail messages - overview

ZixMail messages arrive in your regular email inbox. When you receive ZixMail messages, you can open, read, reply to, forward, or print them. You can also open or save files that are attached to ZixMail messages. This section describes the functions and features of the Read ZixMail window.

3.02 - Opening a ZixMail message

ZixMail messages arrive in your regular email inbox as an attachment to an email message. You can read the ZixMail message in one of three ways:

1. Double-click the ZixMail attachment in the email message.

• Double-click the attached ZixMail.
• Choose Open It (in Outlook) and click OK or Open this file from its current location (in web-based programs).
• Type your Password, then click OK.
  

ZixMail will display the message in the Read ZixMail window.

2. Save the ZixMail attachment as a file and double-click it.

You may also save the ZixMail attachment to a file and read it later.

• Right-click or double-click the ZixMail attachment.
• Choose Save As or Save it to Disk
• Select a location to store the ZixMail message.
  

To read a saved ZixMail message directly from your PC disk, go to the folder where you saved the message, double-click the file, and type your Password. After you type your Password, ZixMail will display the message in the Read ZixMail window.

3. Save the ZixMail attachment as a file and open it directly from ZixMail.

• In the Read ZixMail window, click Open or in Compose ZixMail window (defaults to here when you open it) select File/Open.
• Navigate to the folder that contains the ZixMail, select the message to be opened, and click Continue.
• Enter your Password, then click OK.

ZixMail verifies that your Password is valid and opens the message in the Read ZixMail window.

Related topics: Saving or opening files attached to ZixMail messages, Printing the Read ZixMail window, Setting ZixMail to Remember your Password

3.03 - Replying to a ZixMail message

ZixMail can reply to the sender only, or to all recipients of the ZixMail message. Replies will be specifically encrypted for each recipient.

To reply to a ZixMail message:

1. Open a ZixMail message in the Read ZixMail window, take one of these actions:
   
   • To send the reply only to the sender of the message, click Reply. 
   • To send the reply to all recipients of the original message, click Reply All.
2. The subject of the message will now begin with ZRE: (indicating a ZixMail "Reply" message).
3. The Compose ZixMail window becomes active. Type your response to the message and attach any files. The text of the original message can remain as part of the reply.
   
4. Click Send, enter your Password, and then click Send on the Sending ZixMail window.

Note: ZixMail does not send back any originally attached files as part of the reply.

Related topics: Opening a ZixMail message

3.04 - Forwarding a ZixMail message

To forward a ZixMail message:

1. Open the ZixMail message in the Read ZixMail window and click Forward. This will open the Compose ZixMail window.
2. The subject of the message will now begin with ZFW: (indicating a ZixMail "Forwarded" message).
3. Enter the email address (or nickname) of the person you want to forward the message to.
4. Click Send, enter your Password, and then click Send on the Sending ZixMail window.

Related topics: Opening a ZixMail message

3.05 - Saving or opening files attached to ZixMail messages

When you receive files attached to ZixMail messages, you can open the files directly or save them to disk.

When you open an attached file directly, you double-click the file name so that the associated application will launch. For example, if you double-click a file named "plan.doc," Microsoft Word will launch and display the document.

Note: As with any file received through email, caution should be exercised to determine that the file is from a trustworthy person and that the file is virus free.

To open or save files attached to ZixMail messages, take one of these actions:

1. To open a file directly, click the name of the file in the attached files list and then click Open Selected.
2. To save a single attached file, click the name of the file in the attached files list and click Save Selected. Then specify the folder where you want to store the file or files on your computer.
3. To save all files in the list, click Save All. Then specify the folder where you want to store the files on your computer.

Related topics: Opening a ZixMail message

3.06 - Adding the sender of a ZixMail message to the address book

ZixMail provides two ways to let you quickly add "senders" to your ZixMail address book:

1. ZixMail automatically prompts to add new "senders" to your address book. If you decide to add the email address, simply type a nickname for the new contact on the Add to Address Book? box and click Add.

   You can disable this auto-prompt by clearing the check box on the Add to Address Book? box. You can also turn on/off this feature from Options/Preferences.
   
   

2. If the auto-add feature is disabled, click the Add to Address Book button in the main Read ZixMail window and then type a nickname for the contact and click Add.

Related topics: Opening a ZixMail message

3.07 - Clearing the ZixMail message

When you read a ZixMail message, ZixMail continues to display the message until you clear the form.

ZixMail automatically clears the message form when you close ZixMail.

To clear an open ZixMail form:

1. In the Read ZixMail window, click Clear ZixMail in the top right-hand corner.
2. ZixMail displays an empty message form.

3.08 - Printing the Read ZixMail window

Occasionally, you will want to review a printed copy of a message that you have received.

ZixMail has a Print button that will send a copy of the ZixMail message to your printer or you can select File/Print from the main menu to print a copy of the message.

3.09 - Validating the sender's ZixIt Signature

When you open a ZixMail message, the validated identity of the sender is displayed in the Signed by box.

The Signed by box shows not only the sender's identity, but also the exact date and time that the message was sent. The time is displayed in both Greenwich Mean Time (GMT) and in the recipient's local time.

A traffic light graphic is used to indicate the validity level of the signature. The three traffic light states are:

1. Green Light - The sender's ZixIt Signature is valid.
2. Yellow and Green Light - The sender's ZixIt Signature was valid when the message was sent, but is now out of date or otherwise invalid.
3. Red Light - The message has been tampered with and should be considered invalid.

If you later reopen a ZixMail message, you may obtain the current status for a sender's ZixIt Signature by selecting the menu item Actions and clicking Verify Signature Status. The yellow and green light combination can only be obtained by using this feature.

Related topics: Opening a ZixMail message

4.01 - Working with the ZixMail address book - overview

The ZixMail address book contains the email addresses and associated names of your contacts.

The address book capabilities include email groups, auto-add capabilities, and import abilities from some address books.

Periodically, you can connect to the ZixIt Worldwide Signature Server and update ZixIt Signature status for all the contacts in your address book.

This section describes each address book function and feature in detail.

4.02 - Adding a new contact

Your ZixMail address book contains the names and email addresses of the people you correspond with. The entries in your addres