Client Training Manual

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1 Client Training Manual

2 Contents Quick Summary on How to Open Encrypted from Arlington County.2 I. Overview... 4 A. Overview of Encryption with Arlington County Government... 4 Link to YouTube training video... 5 II. Clients, Partners, and Customers (non arlingtonva.us accounts)... 6 A. Opening Arlington County Government Encrypted B. Opening an Encrypted without a Microsoft Account using a Passcode IV. Replying to an Encrypted A. Replying to a Secure V. Mobile Devices: A. Opening an Encrypted on an iphone. (iphone and ipad ios 6.0 or later) B. Opening an Encrypted with Android (Android 4.0 and up required)

3 Quick Summary on How to Open Encrypted from Arlington County Steps 1. Open the encrypted you received from Arlington County 2. Click download message 3. Sign in There are two options to sign in First option: You can sign in using your Microsoft account, Outlook, Hotmail, or MSN. If you don t have an account already, you can create one Second option: You can request a temporary passcode to open the encrypted by clicking on Don t want to sign in? Get a one-time passcode to view your message. Follow the steps 2

4 3

5 I. Overview A. Overview of Encryption with Arlington County Government Arlington County Government s system (O365) has the capability to encrypt messages sent to outside individuals accounts (i.e. Yahoo, Gmail, Hotmail, etc...). With this capability users will be able to send sensitive information to clients/customers using the encryption confidential setting that will encrypt the user s information in transit to better protect their sensitive information. *The document and the steps below explain on how to use the Arlington County encrypted system. Some important reminders for encrypted Arlington County Government employees will be able to send encrypted along with attachments to outside clients, customers and residents. Recipients will receive the encrypted in their inbox, and will be asked to download the message to view it. Upon downloading the message the recipient can either sign up for Microsoft (MS) Account or use a passcode to log-in and view their message. o Users with addresses will not have to sign up for an MS account if it is the same addresses that received the encrypted . Windows Live Account Microsoft Outlook Hotmail MSN Xbox Live 4

6 Billing Details are optional when creating a Microsoft Account. Any replies, reply all, or forwarding of the encrypted message will continue to encrypt the message. Users must always tag an with the Sensitivity setting: Confidential to ensure their is being encrypted when sending Prohibited, Restricted, or Confidential data. Outside clients/customers will not be able to send an encrypted first, the initial encrypted conversation will have to begin within Arlington Counties Domain (arlingtonva.us) by an employee of Arlington County Government. Arlington County employees after receiving a reply to an encrypted will need to download the message and simply use their Arlington County User ID and password to log-in to view the message. County employees will not have to register. **Please keep in mind that an individual may receive encrypted/secure s from other jurisdictions or clients, this document pertains to Arlington County s secure messaging system and how to use it for secure s. Link to YouTube training video Encryption Tutorial for Non-County Users 5

7 II. Clients, Partners, and Customers (non arlingtonva.us accounts) A. Opening Arlington County Government Encrypted Step 1 Open the received from Arlington County to view the Portal. This might appear differently in other accounts, but the concept is the same. Click download message 6

8 Once you click download, the message will look like the one pictured below. The default name for the downloaded file, if not changed, will be Message.html. 7

9 Step 2 Click on Sign In and View Your Encrypted Message Link pictured below. 8

10 Step 3 If this is your first time viewing an encrypted from Arlington County, you will have two (2) options to view it: 1. To sign up for a Microsoft Account to view the 2. To create a one-time passcode (no need to create a Microsoft Account) a. This passcode will only allow you to see this one . For other s you will need to create a new passcode or a new account. 9

11 Step 4 Click on Create a Microsoft Account (shown above as option1) if you decide to create a Microsoft Account After you click create account, the following window will show Fill in the fields with your information (Steps for option 2 is available in Section B (Page 13) of this document) After you fill in the fields with your information, click on Create Account as shown in the picture below Be sure to record the username and password you choose. This information will be needed every time you want to open an encrypted from Arlington County 10

12 11

13 12

14 Step 5 After you click on Create Account, the following message will show o NOTE: The User Name field will be populated with the Address you tried to view the with. Using this address will send a verification to that address You will be asked to verify the address that you used to link to your Microsoft Account 13

15 Step 6 You will be asked to verify the address that you used to link to your Microsoft Account o Look for an from the Microsoft Account team to verify your address it will look like the one below: 14

16 Step 7 You will have to sign in with your newly created Microsoft username and password to have the account verified by Microsoft as shown here 15

17 Once you logged in as shown above, you should see that your account was verified as shown here Step 7 After you followed the steps above, go back to the encrypted you received from Arlington County and click on download message 16

18 After you click on download message, you will either be redirected to Sign In with your newly created Microsoft Account or depending on your browser settings you might be signed in automatically and taken to the encrypted . If this is the case, then no additional steps are needed. Otherwise, follow the steps below to sign in 17

19 Step 8 You should now see the encrypted that was sent to you from Arlington County Next time you receive an encrypted , you do not need to go through the process of creating a Microsoft account. You will only need to log in using your newly created Microsoft username and password 18

20 B. Opening an Encrypted without a Microsoft Account using a Passcode Step 1 Open the received from Arlington County to view the Portal. This might appear differently in other accounts, but the concept is the same. Click download and open message. Once you click download, the message will look like the one 19

21 Step 2 Click on the link Don t want to sign in? Get a one-time passcode to view the message. This is directly below the Sign in and View Your Encrypted Message, bigger picture of the link below: 20

22 Step 3 Once you click on the link shown above, the following screen will show This pass code will expire in 15 minutes. Be sure to follow step 4 below to retrieve this passcode o The reference code is NOT your passcode. Follow step 4 for passcode 21

23 Step 4 You will receive an with the passcode from Microsoft Office 365 as shown below o Click on the to see passcode Once you click on the as shown above, the following screen will show 22

24 This will be your passcode to check the from Arlington County. Continue to step 5 23

25 Step 5 Enter the passcode from the into the Passcode field to access the message. Click Continue to access your message. 24

26 Once you click continue, you will see the received from Arlington County 25

27 IV. Replying to an Encrypted A. Replying to a Secure Step 1 Open the message you would like to Reply, Reply All to, or forward using either a passcode or logging in with your Microsoft Account o Follow the instructions above if you need to retrieve a passcode or login with your Microsoft account 26

28 Step 2 Once you logged in and get to the Arlington County you received, click on the desired action (reply, Reply to All, or Forward) All s that are replied to will include those individuals were copied on the NOTE: All replies, reply all, or forwarding of the message will remain encrypted upon sending them to the respective individual. 27

29 V. Mobile Devices: The below steps are used to get an encrypted working on a smartphone or tablet device using the respective stores for each of the mobile operating systems With each of these devices users will have to download an additional application called O365 Message Encryption Viewer or OME Viewer for short This application is provided for free by Microsoft Corporation and is used to open secure s from Arlington County secure messaging system For the iphone/ipad you can find the application in the Apple Store (App Store) For Android devices, it is located in the Google Play Store. Upon opening your first message.html attachment in a secure , if the user does not have the app installed it will ask for you to download the app, as seen in the below steps. 28

30 A. Opening an Encrypted on an iphone. (iphone and ipad ios 6.0 or later) Step 1 Open the message from your box and tap on the message.html file o You should be taken to the screenshot below asking if you want to download the app (if you have not previously installed the application) 29

31 Step 2 Tap download it now. The app store will open and you can download the app o Once the app is downloaded, the user won t have to open the app on its own it will work in the background and only be used with Encrypted s 30

32 Step 3 Go back to the Encrypted and instead of tapping on the message.html and press and hold it until you are given options to how to open the message. Choose to Open in OME Viewer 31

33 Step 4 The OME viewer will open the Encrypted and allow the user to the option to either Sign-In or get a one-time passcode o If you are trying to sign-in with your Work Account, you can only accomplish this from a Computer. Seems the only option at this time for work s is to get a 1 time passcode sent to your Arlington County Address 32

34 Step 4 Once you re logged into the message (via sign-in or one time passcode), you can view it, reply, forward, or reply all to the message as shown below To do this tap on the 2 arrows pointing back words and this will give the options Simply type your and click send. Once completed Sign Out 33

35 B. Opening an Encrypted with Android (Android 4.0 and up required) Step 1 Find the in your inbox Tap on the message.html to be taken to the Encrypted Portal 34

36 Step 2 On this page, tap to download the OME Viewer 35

37 Step 3 This will open the Google Play Store and allow you to install the O365 Message Encryption Viewer Install the Viewer 36

38 Step 4 Once the viewer is installed, go back to the encrypted you were trying to open 37

39 Step 5 Tap on the message and choose to open with OME Viewer, and accept Microsoft Software License Terms 38

40 Step 6 You will be taken to the Encrypted portal to either sign in with your MS account or request a 1 time passcode to view the o You can choose either of these options to access the 39

41 Step 7 Once signed in to the you can view the message, reply, forward, or reply all 40

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