1 SENDING AND RECEIVING PROTECTED INFORMATION VIA ELECTRONIC MAIL Naval Medical Center Portsmouth IMD Training Division
2 INTRODUCTION The following slides will help you set up your computer and Microsoft Outlook to send and receive DIGITALLY SIGNED and ENCRYPTED in compliance with current instructions. You may contact the Helpdesk at any time for assistance at
3 REQUIRED ITEMS In order for personnel to be able to send and receive encrypted and digitally signed , there are certain required items for workstation setup and then Outlook configuration: 1. Common Access Card (CAC) and PIN. Your CAC must be in the card reader and PIN # used when you send this type of . Your CAC contains certificates, a way of verifying your identity. The methods used to perform this is called Public Key Infrastructure or PKI.
4 REQUIRED ITEMS 2. Computer Workstation. Setup and configuration of Outlook will only be valid for the workstation on which you set it up. If you travel to another, you have to set it up again. 3. Current Card Reader. The current CAC Reader is ActivClient 6.1 x86. You must also see the card reader icon on the task bar in the lower right corner of your computer screen. When you insert your card, the icon should change as noted below: ActivClient Agent - No Smart Card ActivClient Agent Smart Card Inserted
5 REQUIRED ITEMS 4. Microsoft Outlook 2007 You must have a fully functioning Microsoft Outlook 2007 office application installed on your computer. **ITEMS 1-4 MUST BE IN PLACE BEFORE PROCEEDING** FOR PROBLEMS, CONTACT THE IMD HELPDESK AT OR
6 SETUP 1. Log on computer with User Name/Password or CAC/PIN. Insert CAC into Card reader if not already installed NOTE: Make sure that the icon in the tray changes to reflect the card insertion:
7 SETUP (cont.) 2. Reviewing Your Certificates (in Internet Explorer) Step 1: Go to TOOLS- INTERNET OPTIONS Step 2: Click on Content Tab, and then Click Certificates Step 3: Verify current certificates (make sure they are up to date); you may remove the old ones (delete the outdated ones), and close. Then, click on Clear SSL State, OK, Apply, and OK.
8 SETUP (cont.) 3. Making Your Certificates Available To Windows (you need to do this to install your Certificates on your workstation): Step 1: Double click on ActivClient Agent icon in system tray area of desktop. Step 2: Pull down the TOOLS menu and select ADVANCED-MAKE CERTIFICATES AVAILABLE TO WINDOWS. Click OK after you are successful. NOTE: If the icon indicates that it is ActiveGold versus ActivClient, then you have the OLD version of the CAC Reader installed and you need to contact the IMD Helpdesk at
9 SETUP (cont.) Before exiting the program, double click on My Certificates, then on the Signature certificate, OK, Encryption certificate, OK to verify your address. Close ActivClient screen If your address is INCORRECT, exit out of the window and update it via one of the methods below before proceeding (ensure your certificates are still valid, i.e. not revoked or expired): 1. Update it yourself at the following link: https://www.dmdc.osd.mil/appj/ump/umphome.do 2. Go to any of the CAC PIN reset stations. Go to the following link to find the CAC reset station nearest you: https://intranet.mar.med.navy.mil/mid/faq/cac-operators.doc
10 OUTLOOK CONFIGURATION Next we will configure Microsoft Outlook 2007 so that can be Digitally Signed and Encrypted Click TOOLS-MACRO-SECURITY Click SECURITY in TRUST CENTER
11 OUTLOOK CONFIGURATION Select the SEND CLEAR TEXT option only so that your will always be sent as clear text until you choose to Encrypt or Digitally Sign. Next select the SETTINGS tab
12 1. Make sure Active Client Certificates is in the Security Settings Name and that all of the boxes are checked. OUTLOOK CONFIGURATION Change Security Settings 2. Click on the 1 st Choose button. Click on the DOD Smart Card certificate and OK. This certificate may be listed 1 st or 2 nd for you, so look closely. 3. Click on the 2 nd Choose button. Click on the remaining certificate (if there are 2 remaining, pick the one that mentions encryption ) and OK, and then click OK again.
13 OUTLOOK CONFIGURATION Publish to the Global Access List (GAL) 1. Click on Publish to GAL button on left. Message will appear stating you are about to publish your certificates to the Global Address list. Click OK. Enter CAC pin number when asked. Once you receive the message that your certificates have been published successfully, click on OK, and then click on OK.
14 SENDING A DIGITALLY SIGNED MESSAGE To prepare to send a digitally signed message, make sure that you have Microsoft Outlook 2007 open and New Message selected. 1. Click on NEW MESSAGE You should see two new Envelope icons on the MESSAGE tab above the OPTIONS group on the Ribbon. 2. To digitally sign a message, click on the envelope with the red digitally sign symbol on it before sending. You will have to insert your CAC and enter your PIN.
15 SENDING AN ENCRYPTED MESSAGE 1. To encrypt a message, you need to click on the envelope with the blue padlock on it before sending the message. 2. When encrypting, you must also digitally sign, so both envelope icons must be selected. 3. You will be required to insert your CAC and type in your PIN before the message can be sent.
16 Department of Defense (DoD) Global Directory Service If you cannot send encrypted (usually happens if the individual has a Department of Defense address outside of the Global Directory), you will need to go to a place called the Department of Defense (DoD) Global Directory Service to retrieve their Public Key Certificate. This is an example of the error message that you might see in Microsoft Outlook 2007 if you are unsuccessful in sending an encrypted message to another user:
17 Department of Defense (DoD) Global Directory Service To get to this DoD-wide repository in order to search for and retrieve a certificate, go to https://dod411.chamb.disa.mil (CAC is required). The website will look like the picture below: Type in the last name (at a minimum) of the individual whose certificates you want to retrieve and click SEARCH.
18 Department of Defense (DoD) Global Directory Service After clicking on the SEARCH button, one or more users will appear in a window like the one below. Click on the last name of the desired user to expand the certificate: Under Certificate Download Options, click Download Certificates) as vcard
19 Department of Defense (DoD) Global Directory Service Once the next window appears below, click on Hardware (CAC) Certificate for under Select a certificate from the available certificates for vcard download. This window will pop up right after you click Hardware (CAC) Certificate for the user that you have selected. Click on OPEN (NOTE: YOU MUST HAVE MICROSOFT OUTLOOK 2007 OPEN FOR THIS TO WORK!).
20 Department of Defense (DoD) Global Directory Service After clicking OPEN, the user s Contact information will automatically open in Microsoft Outlook and you can click on the Certificates tab to view the certificate. SAVE AND CLOSE the Contact. If the individual is already in your Contacts List, you will receive a Duplicate Contact Detected message and be prompted to Update new information... if you desire.
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