User Guide. IntraLinks Courier Plug-in for Microsoft Outlook

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1 IntraLinks Courier Plug-in for Microsoft Outlook User Guide Copyright 2012 IntraLinks, Inc. Version 3.2 September 2012 IntraLinks 24/7/365 support US: UK: +44 (0) See IntraLinks login page for international numbers

2 Table of Contents Chapter 1: Installation... 2 Installing the IntraLinks Courier Plug-in for Microsoft Outlook 2007 or Installing VSTO and PIA support for Outlook Installing VSTO and PIA support for Outlook Chapter 2: Sending Courier packages using Microsoft Outlook... 8 Logging in and out of the Courier plug-in for Outlook... 9 Sending attachments via Courier Pausing and resuming a package transmission Canceling a package transmission Pausing, resuming, and canceling all package transmissions Creating Courier packages off line Setting preferences Tracking IDs Check for software updates Help About IntraLinks Courier Sending log files Frequently asked questions Appendix A: Performance Guidelines and Limitations IntraLinks Courier Plug-in User Guide page 1

3 Chapter 1: Installation Installing the IntraLinks Courier Plug-in for Microsoft Outlook 2007 or 2010 If you use Outlook to send , this plug-in provides an alternative for sending your IntraLinks Courier packages. The installation program is an MSI file with a name that indicates the release. Note that the screens will vary slightly for Office 2007 and Office Note: If you are using Outook 2007, see Installing VSTO and PIA support for Outlook If you are using Outook 2010, see Installing VSTO and PIA support for Outlook When you start the installation program for the IntraLinks Courier plug-in for Microsoft Outlook, a review license screen may appear. If this window appears, review the license terms, then click Accept to continue the installation process. The following screen appears: Figure 1: The Welcome screen for the IntraLinks Courier Outlook Add-In Setup Wizard 2. Click Next to continue. The License Agreement screen appears. 3. Review the license agreement and, when you are ready to accept it, mark the option IAgree and click Next. IntraLinks Courier Plug-in User Guide page 2

4 Figure 2: Review and accept the license agreement 4. On the next screen, you will select the location where the IntraLinks Courier add-in software will be installed. The default installation location is c:\intralinks\intralinks Courier Outlook 200x Add-in\. If you want to select another location, click the Browse button and select the location you want. Figure 3: Choose the location where the IntraLinks Courier Outlook Add-In will be installed 5. Click Next. 6. If you are satisfied with your selections, click Next to begin installing the IntraLinks Courier Outlook Add-In. If you want to make changes, click the Back button until the screen you want appears; make your changes and return to this screen to begin the installation process. IntraLinks Courier Plug-in User Guide page 3

5 Figure 4: Confirm Installation 7. Click Next. The following screen appears, allowing you to monitor the progress of your software s installation. Figure 5: You can monitor the progress of the installation IntraLinks Courier Plug-in User Guide page 4

6 8. When installation is complete, click Close to close the Setup Wizard. You are ready to begin using IntraLinks Courier with Microsoft Outlook. Figure 6: Finish installation Installing VSTO and PIA support for Outlook 2007 The Courier Plug-in for Office 2007 requires both Visual Studio Tools (VSTO) and Primary Interop Assemblies (PIA) to work with Outlook . These components are not include with Microsoft Office 2007 so you will need to download and install them. 1. When you begin installation of the Courier Plug-in for Microsoft Outlook 2007, you will receive a message telling you that you need to install Visual Studio Tools (VSTO) and Primary Interop Assemblies (PIA). 2. Click the link provided and follow the instructions to download and install Visual Studio Tools (VSTO) and Primary Interop Assemblies (PIA). 3. When you are finished, continue with installation of the Courier Plug-in for Office Installing VSTO and PIA support for Outlook 2010 The Courier plug-in for Office 2010 requires both Visual Studio Tools (VSTO) and Primary Interop Assemblies (PIA) to work with Outlook . If these files are not already present, they need to be added, as described below. 1. From the Start menu, choose Control Panel. The Control Panel screen displays. 2. Select Uninstall or Change a Program. The Uninstall or change a program screen displays. IntraLinks Courier Plug-in User Guide page 5

7 Figure 7: Uninstall or change a program screen 3. Right-click the installed version of Microsoft Office 2010 and select change. The change installation screen displays. Figure 8: Change installation screen IntraLinks Courier Plug-in User Guide page 6

8 4. Select Add or Remove Features and click Continue. Figure 9: Installation Options screen 5. Click the downward arrow next to.net Programmability Support and select Run From My Computer and click Continue. Figure 10: Configuration process screen 6. When configuration is complete, click Close. IntraLinks Courier Plug-in User Guide page 7

9 Chapter 2: Sending Courier packages using Microsoft Outlook If you use Microsoft Outlook 2007 or 2010 and you chose to install the IntraLinks Courier plug-in for Microsoft Outlook, depending on your Courier plug-in settings, you can automatically intercept files attached to your messages and send them to the messages recipients via IntraLinks Courier. Courier provides a greater level of security than most messages and it supports files up to 6 GB. The following topics are covered in this chapter: Logging in and out of the Courier plug-in for Outlook Sending attachments via Courier Package options Pausing and resuming a package transmission Canceling a package transmission Pausing, resuming, and canceling all package transmissions Creating Courier packages off line Setting preferences Tracking IDs Check for software updates Help About IntraLinks Courier Sending log files Frequently asked questions IntraLinks Courier Plug-in User Guide page 8

10 Logging in and out of the Courier plug-in for Outlook You can log into the Courier plug-in from the IntraLinks Courier menu within Outlook. If you have forgotten to log in and send an Outlook message using Courier, you will be prompted to log in. If you decide not to, your message will be saved in the IntraLinks Outbox. It will be sent when you next log in. Log in from the Courier plug-in menu 1. In Outlook, locate the Courier plug-in menu and click the down arrow. In Outlook 2007, the menu is located in the upper-left-hand corner of the screen. In Outlook 2010, the menu is located under the Add-Ins tab. The screen opens:. 2. Then: Figure 1: Courier plug-in menu for Outlook 2007 If you are a first-time Courier plug-in user, select Settings. This will enable you to register your preferred Courier plug-in settings once you have logged in. If you are an experienced user, select Log In. 3. Enter your address and password. IntraLinks Courier Plug-in User Guide page 9

11 Figure 2: Log-in screen with Options button If you check the Remember Me option you will be logged in automatically whenever you launch the Courier plug-in for Outlook application. If your organization uses a proxy server to provide access to the Internet, click the Options button to enter settings for the server. If your organization does not use proxy authentication or if you previously entered this information, skip this step. Contact your organization s IT team if you are unsure whether you need to make entries here and to obtain the information required for these fields. 4. Click Log In. Figure 3: Login screen showing proxy server options IntraLinks Courier Plug-in User Guide page 10

12 Log Out 1. Select Log out from the IntraLinks Courier plug-in menu. You will be prompted for confirmation. 2. Click Yes. Sending attachments via Courier The Courier plug-in works seamlessly with Outlook. You can deliver an Outlook message using Courier, or you can convert an existing message to Courier. In some cases, your company policy may mandate the use of Courier for attachments over a certain size, or for all attachments. Converting an Outlook message to a Courier package using the Outlook Attach File button 1. Click New to open a new message. 2. Compose your message and click the Attach File button. 3. Select a file or files and click Insert. This is the method you use normally to attach files to Outlook messages. Note: You cannot convert an message to a Courier package without adding an attachment. 4. Type your message. 5. Click the Deliver by Courier button. If you haven t logged in, you will be prompted to do so. The Courier pane opens on the right-hand-side of the screen, allowing you to set all the package options described below. If you wish to cancel the Courier package, click the Deliver by Courier button again. You will be given a choice to remove the attachments and return to your Outlook message. 6. Click Send. IntraLinks Courier Plug-in User Guide page 11

13 . Figure 4: Courier conversion in Outlook Converting an Outlook message to a Courier package using the IntraLinks Attach File button 1. Click New to open a new message. 2. Compose your message and click the Attach File button shown above IntraLinks Security. Note: This is different from the Outlook Attach File button. 3. Select the file(s) you wish to add and click Open. The Outlook message is converted to a Courier package. If you haven t logged in, you will be prompted to do so. If you wish to cancel the Courier package, click the Deliver by Courier button again. You will be given a choice to remove the attachments and return to your Outlook message. Select Yes. 4. If you wish to make your text message private, click the Private Message button above IntraLinks Security and confirm your selection by clicking Continue when the warning message appears. Your message will be made secure will appear under Options in the right-hand pane. Note: The private message will be sent as plain text. Any images or formatting will be removed and cannot be undone. To remove a private message, click the Private Message button and then click Continue. Adding a private message will require package recipients to log in to access your package. Your private message will appear on a pop-up screen once the recipient logs in. IntraLinks Courier Plug-in User Guide page 12

14 Figure 5: Adding a Private Message Package options You can apply a number of settings to your Courier package. The options available to you in the right-hand panel may have already been set by your organization as a matter of company policy. If this is the case, you will not be able to change these settings. The Package Options icons for Package Security, Permissions, and Notifications are white when no options have been selected. If you choose one or more options under that setting, the icon will turn orange. You can deselect these options by clicking on the icon. It will turn white again. 5. Under Package Security, if this package contains sensitive information, require the recipient to enter his or her address and IntraLinks password in order to access the package. If you don t select this option, you will be sending a public package. You cannot prevent recipients from forwarding a public package to others. If you have allowed recipients to respond to your package, you may receive responses from everyone who receives a forwarded copy. Additionally, Courier does not keep track of who responds to a public package, other than indicating how many respondents there are. Mark the Delete package and replies on: option and select a date if you want to limit the amount of time recipients will have to access the files in the package. After the date specified, the files will no longer be available to the recipients. If you do not specify an expiration date, the files will be available indefinitely. If, for any reason, the expiration date expires before your package is sent, you will receive a warning message that allows you to reset the expiration date or send the package without one. Next, determine whether the contents of the package should be protected. Depending upon the type of files that you are sending, you can either prevent recipients from downloading copies of the files or require them to enter their addresses and passwords before viewing downloaded copies. You also can prevent recipients from printing the files. Your selection here affects only specific file types; other types of files cannot be protected in this way. IntraLinks Courier Plug-in User Guide page 13

15 The following file types can be protected. PDF (Portable Document Format) Microsoft Word (DOC, DOCX) Microsoft Excel (XLS, XLSX) Microsoft PowerPoint (PPT, PPTX) The following versions of Microsoft Office files can be protected: 2000 (Service Pack 3 or later) 2003 (Service Pack 1 or later) Select one or both of the following options. If you don t select either of these options, recipients are allowed to print the files and to download copies of the files to their computer or a network drive. Do not allow Save Choose this option to limit recipients ability to download and share files. Microsoft Office files can be downloaded, but recipients who download them will be required to enter their address and password in order to open the files. All Microsoft Office and PDF files in your packages will be affected if you choose this option. Do not allow print Choose this option if recipients will not be allowed to print the files or download them (PDFs) or open them without entering their credentials (Microsoft Office files). If you choose this option, the Microsoft Office and PDF file types listed above will be affected. Notes: If you select Do not allow Save, viewers will be able to print the file and share the printed copy with others. If contents of the file are particularly sensitive, consider the selecting both options, which provides a higher level of security. If you select Do not allow Save for a public package, recipients can t save the package but they can share the information by forwarding the package because no password is required. MS Office Document protections are not supported by Macintosh computers, and recipients cannot access protected files using these computers. If you know that some recipients have Macintoshes, you may want to send a package with unprotected files to them; alternatively, they will have to access the files using a Windows-based computer. PDF protection is supported on Macintoshes. Make sure you have the latest IRM plug-in installed. You will be prompted to download the plug-in if you try to open a protected file not supported by your current IRM plug-in. IntraLinks Viewer If it is enabled on your Courier exchange, you also have the option to use IntraLinks Viewer, IntraLinks proprietary document viewer application. It IntraLinks Courier Plug-in User Guide page 14

16 provides enhanced security for PDF documents, Microsoft Excel documents, Microsoft PowerPoint documents, and Microsoft Word documents. The Viewer provides an alternative to Adobe Reader and similar tools. It also allows Macintosh computer users to view protected documents. IntraLinks Viewer is enabled by default on your exchange but if you experience any problems, call your customer service representative. If you send a secure package, you have the ability to select the type of protection: IntraLinks Viewer or the IRM plug-in. If IntraLinks Viewer does not function for some reason, the package will be opened using the plug-in. If you send a public package, IntraLinks Viewer will be selected automatically. No backup is provided in the event of failure. For more information, see the IntraLinks Viewer Quick Reference. 6. Under Permission, select Allow replies back to this package if you want recipients to be able to send a package in return. You cannot change this setting if you decide to update the package and resend it. If you log into Courier Web and delete this package from your Sent Packages screen, no one will be able to respond to it. It will be deleted from the recipient s Inbox, or in the case of non-registered recipient, the response link will become inactive. Check the Allow recipients to see replies check box if you want all package recipients, including you, to see each other s responses. 7. Select Options under Notification and select the Confirm delivery check box if you wish to receive notification that your package has been sent successfully. Select the Notify me when file is opened check box if you wish to receive an notification: When a recipient has downloaded a file from a public package you sent. You will receive one notification each time the file is downloaded. For each recipient who has downloaded a file from a private package you sent. You will receive notification only on the first download by each recipient. You cannot change this setting if you decide to update this package and resend it. 8. Select the Use as default settings check box if you will be using these settings for most of the packages you send. You can always change the settings for an individual package. 9. Review your selections, then click Apply. Note: As an alternative, if you wish to select all the package options for a given category (Package Security, Permissions, Notifications), click the icon next to it. The color will change from white to orange. To preserve these settings for future packages, select the Use these settings for future packages check box. IntraLinks Courier Plug-in User Guide page 15

17 10. If your organization assigns tracking IDs to clients, projects, or cost centers for billing purposes, you may be required to enter one for each package you send. If this is the case, either: Type a tracking ID in the Tracking ID box Select a tracking ID from the list provided If your organization pre-assigns tracking IDs, you can see the description associated with a given ID number by clicking the box to the right of the pulldown menu. 11. Review your selections, then click Send. Suspending a package transmission If you need to close Outlook for any reason while a package transmission is in progress, you will see the following message: 1. Click OK and the transmission will be suspended. The following message will be displayed: Note: If you don t restart Outlook within a week, all the packages in your queue will be removed. 2. Select one of the following options: View Opens the transfer screen, which displays the progress of your package transmission and shows all of the packages in queue. Cancel All Cancels all packages in the queue including the package in progress. Continue Resumes the package transmission. If your package can t be sent If your package cannot be sent for any reason, an error message will be displayed informing you of the reason. IntraLinks Courier Plug-in User Guide page 16

18 Pausing and resuming a package transmission You can pause and resume package transfers using the Transfers screen, available from the IntraLinks Courier menu on the Outlook menu bar. This menu option will only be accessible when a file is being transmitted.. Figure 6: Courier plug-in menu 1. While a transfer is in progress, select View progress from the IntraLinks Courier menu. The IntraLinks Courier Transfers screen opens, allowing you to: Pause one or all transfers and resume them later at your convenience. Pause is particularly useful for very large packages that may take some time to upload or download. If you want to send a package immediately and a large file transfer is preventing you, you can pause the larger file. Resume the transfer of one or all paused packages. Note that only one package can be transferred at a time.the other packages remain in a waiting state until the current transfer completes. Cancel individual package transfers or all package transfers. IntraLinks Courier Plug-in User Guide page 17

19 Figure 7: Courier Transfers Screen 2. Identify the package you want to pause and click the Pause button to the left of the transfer progress bar. The transfer pauses. If the next package in the queue is waiting, and not paused, it will resume automatically. 3. To resume the transfer, click the Resume button to the left of the transfer progress bar. The transfer resumes. Canceling a package transmission 1. While a transfer is in progress, select View progress from the IntraLinks Courier menu. 2. Identify the transfer you want to cancel and click the Cancel button to the right of the transfer progress bar. 3. When you are asked to confirm your cancellation, click Yes. The transfer is canceled and the file is removed from Outlook and from Courier. IntraLinks Courier Plug-in User Guide page 18

20 Pausing, resuming, and canceling all package transmissions The icons on the top pane of the Courier Transfers window are used to: Pause all package transfers Resume all package transfers Cancel all package transfers Minimizing and maximizing the Courier Transfers window If you want to continue working on your computer you can still monitor the progress of your transfers by minimizing the Courier Transfer window. It can be dragged anywhere on your desktop. To minimize the Courier Transfers window: 1. Click the downward-pointing green arrow on the right-hand side of the screen. The screen is minimized. You can still use the pause all, resume all, and cancel all transfers features. Figure 8: Courier Transfer screen minimized To maximize the Courier Transfers window: 1. Click the downward-pointing green arrow on the right-hand side of the screen. You can now use all of the features of the Courier Transfers screen. Creating Courier packages off line You have the ability to create IntraLinks Courier packages in Microsoft Outlook even when Outlook is in off-line mode (not connected to the Internet). The packages you create will be stored in the IntraLinks Outbox folder until you are online again, at which point they will be transmitted. IntraLinks Courier Plug-in User Guide page 19

21 Setting preferences Using the IntraLinks Courier Settings screen, you can specify which attachments will be sent via IntraLinks Courier. You also can choose a number of other settings that will be applied by default to your packages. You can always override these settings for individual packages using the icons on your Outlook message. Note: Some of these settings may not be displayed, or you may not be able to change them, depending upon your organization s policies for IntraLinks Courier use. Figure 9: The Settings screen Configure settings for the IntraLinks Courier plug-in 1. From the IntraLinks Courier menu on the Outlook menu bar, select Settings. The IntraLinks Courier Settings screen appears. 2. Using the Recommend IntraLinks Courier options, specify which attachments, if any, will be sent using Courier. Choose one of the following options: For any attachment For attachments bigger than [x] MB If you select this option, enter a value here Do not use IntraLinks Courier Select Tell me when this happens if you want to be alerted when Courier is used instead of IntraLinks Courier Plug-in User Guide page 20

22 3. If your want to use a Tracking ID with your packages, select Include a Tracking ID. 4. Click Apply to register your settings. 5. Click the Package Settings Tab. 6. Under Package Security, mark the Require login to view package option if you want to set the default option to secure package. You can change this setting for individual packages using the Package Security options. Important! You will not be able to prevent recipients from downloading or printing the contents of packages that are sent without authentication, or from sharing the package contents with others. For this reason, use care when opting to send packages without the authentication requirement. If this options does not appear, it may not have been enabled by your organization s IT (Information Technology) department. Additionally, with an authenticated package, you can send a public note that everyone can see or a private message that only the package recipient can see. Mark the All messages are private setting to ensure that all package text is sent as a private message. 7. Mark the Delete package and replies on: option and select a date if you want to limit the amount of time recipients will have to access the files in the package. After the date specified, the files will no longer be available to the recipients. If you do not specify an expiration date, the files will be available indefinitely. Under For PDF and Microsoft Office Files:, determine whether the contents of the package should be protected. Depending upon the type of files that you are sending, you can either prevent recipients from downloading copies of the files or require them to enter their addresses and passwords before viewing downloaded copies. You also can prevent recipients from printing the files. Your selection here affects only specific file types; other types of files cannot be protected in this way. The following file types can be protected. PDF (Portable Document Format) Microsoft Word (DOC, DOCX) Microsoft Excel (XLS, XLSX) Microsoft PowerPoint (PPT, PPTX) The following versions of Microsoft Office files can be protected: 2000 (Service Pack 3 or later) 2003 (Service Pack 1 or later) Select one or both of the following options. If you don t select either of these options, recipients are allowed to print the files and to download copies of the files to their computer or a network drive. IntraLinks Courier Plug-in User Guide page 21

23 Do not allow Save Choose this option to limit recipients ability to download and share the files. For files in PDF format, recipients will not be allowed to download copies of the files to their computer or a network drive; the recipients will be able to access the file only on the exchange. Microsoft Office files can be downloaded, but recipients who download them will be required to enter their address and password in order to open the files. All Microsoft Office and PDF files in your packages will be affected if you choose this option. Do not allow print Choose this option if recipients will not be allowed to print the files or download them (PDFs) or open them without entering their credentials (Microsoft Office files). If you choose this option, the Microsoft Office and PDF file types listed above will be affected. Notes: If you select Do not allow Save, viewers will be able to print the file and share the printed copy with others. If contents of the file are particularly sensitive, consider the selecting both options, which provides a higher level of security. If you select Do not allow Save for a public package, recipients can t save the package but they can share the information by forwarding the package because no password is required. MS Office Document protections are not supported by Macintosh computers, and recipients cannot access protected files using these computers. If you know that some recipients have Macintoshes, you may want to send a package with unprotected files to them; alternatively, they will have to access the files using a Windows-based computer. PDF protection is supported on Macintoshes. Make sure you have the latest IRM plug-in installed. You will be prompted to download the plug-in if you try to open a protected file not supported by your current IRM plug-in. IntraLinks Viewer You also have the option to use IntraLinks Viewer, IntraLinks proprietary document viewer application. It provides enhanced security for PDF documents, Microsoft Excel documents, Microsoft PowerPoint documents, and Microsoft Word documents. The Viewer provides an alternative to Adobe Reader and similar tools. It also allows Macintosh computer users to view protected documents. IntraLinks Viewer is enabled by default on your exchange but if you experience any problems, call your customer service representative. If you send a secure package, you have the ability to select the type of protection: IntraLinks Viewer or the IRM plug-in. If IntraLinks Viewer does not function for some reason, the package will be opened using the plug-in. If you send a public package, IntraLinks Viewer will be selected automatically. No backup is provided in the event of failure. For more information, see the IntraLinks Viewer Quick Reference. IntraLinks Courier Plug-in User Guide page 22

24 8. Under Permissions, select Allow replies to package if you want recipients to be able to send a package in return. You cannot change this setting if you decide to update the package and resend it. If you log into Courier Web and delete the package from your Sent Packages screen, no one will be able to respond to it. It will be deleted from the recipient s Inbox, or in the case of non-registered recipient, the response link will become inactive. 9. If you select Allow replies to package, you have the added option to select Allow recipients to see replies if you want the recipients of your Courier packages, including you, to be able to see each other s replies. 10. Under Notifications, select the Confirm delivery check box if you wish to receive notification that your package has been sent successfully. 11. Select the Notify me when file is opened check box if you wish to receive an notification: When a recipient has downloaded a file from a public package you sent. You will receive one notification each time the file is downloaded. For each recipient who has downloaded a file from a private package you sent. You will receive notification only on the first download by each recipient. 12. Click Apply to register your settings. 13. Click Lockbox. 14. IntraLinks Courier Lockbox provides an easy way for recipients of your packages to send files back to you. Your recipients do not need to have an IntraLinks Courier exchange themselves in order to use Lockbox. Note: You can also use the Allow Response feature for this purpose. Which one should you use? Use the Lockbox feature if you are soliciting information from users who may not be known to you. Example: You are an employer soliciting resumes. Example: You are a film director seeking screenplays. Use the Allow Response feature for private package replies (those that require use authentication) from a select group of people. Example: I am a lawyer who needs my clients to respond to certain documents. Use the Allow Response feature for public package replies when you are not concerned about who sees the package. Example: I am a screen writer soliciting responses to my screenplay. Use the Lockbox settings options to determine whether IntraLinks Courier s Lockbox feature will be used, and who will be able to send packages to your Lockbox. To enable Lockbox, select the Enable Lockbox option. To disable Lockbox, select the Disable Lockbox option. 15. Next: IntraLinks Courier Plug-in User Guide page 23

25 Tracking IDs If you want to limit the number of people who can send packages to you, select the Accept from my package recipients option. If you do not want to restrict use of the Lockbox, select Accept from anyone. 16. To add the Lockbox link to your message, click the Copy button, and paste the link into your . Enter a note above the URL such as: To respond to this package, use my Lockbox URL. To create a new address, or URL, for your Lockbox click the Regenerate Address button. A new URL appears in the field above the button. You can create a new address as frequently as you like. (Keep in mind that anyone who has your existing address will no longer be able to send packages to you.) 17. Click Apply to register your settings. If your company is using Tracking IDs and you need to identify the person, project, or institution associated with a tracking code: From the IntraLinks Courier menu on the Outlook menu bar, select Tracking Ids. A table showing each Tracking ID and its description will be displayed. Check for software updates To search for the latest software version of the IntraLinks Courier plug-in for Outlook: Help From the IntraLinks Courier menu on the Outlook menu bar, select Check for updates. A message is displayed informing you if a new update is available or if you have the current version. If a new update is available, you will have the option to install it. To open the help system for the IntraLinks Courier plug-in: From the IntraLinks Courier menu on the Outlook menu bar, select Help. An HTML-based help system will open. Click on the topic categories for more information. About IntraLinks Courier To determine which release of the IntraLinks Courier plug-in you are using: From the IntraLinks Courier menu on the Outlook menu bar, select About IntraLinks Courier. The version number and date will be displayed. IntraLinks Courier Plug-in User Guide page 24

26 Sending log files If you encounter problems using the IntraLinks Courier plug-in, you can log files to the IntraLinks support team. 1. From the IntraLinks Courier menu on the Outlook menu bar, select Send log files. An message opens with the log files already attached. 2. Enter the supporting information requested in the and click Send. Frequently asked questions Is Courier an program? No. Courier is a secure file exchange service that enables business users to easily share highly sensitive or large files with customers, colleagues and partners. While it looks like , Courier packages are encrypted and placed on a secure server (on an IntraLinks exchange) and can only be retrieved by users who have permission to do so. Recipients are sent alerts telling them that they have a package. If they are registered Courier users, they can click the link in the alert or log directly on to Courier. Either way, the package will appear in their Inbox. If they are not registered Courier users, they can click the link in the alert message to retrieve the package. They may be asked to register at this time. The Courier plug-in for Outlook (2007 and 2010) can be used in conjunction with your Outlook program. In this case, you have the choice to convert your messages to Courier packages, if they contain attachments. What are private and public packages? A private package is one that requires the recipient to log in to access it. With a public package, anyone who has your alert can open it. Remember that people can forward and you don t always know who will have access to the package once you send it. Why can t I change some of my Courier settings; the choices are grayed out? Your Courier administrator has implemented company-wide policies that apply to all or a group of users. You cannot override these settings. For example, company policy may mandate that all packages require the recipient to log in, or that tracking IDs must be associated with every package. What is a tracking ID? Some companies assign tracking IDs to clients, projects, or cost centers for billing or auditing purposes. You may be required to enter one for each package you send by either: typing a tracking ID in the Tracking ID box, or select a tracking ID from a drop-down list. IntraLinks Courier Plug-in User Guide page 25

27 You will see the Tracking ID box whether the feature is required or not. If it is required and you try to send a message without adding an ID, you will receive an error message. If I select Notify me when file is opened, will I be swamped with notifications? Here are the rules governing the Notify me when file is opened feature. For each recipient who has downloaded a file from a private package (one that requires the recipient to log in): You will receive notification only on the first download by each recipient. When a recipient has downloaded a file from a public package: You will receive one notification each time the file is downloaded. Because you can t determine how many people will access a public package, this feature should be used cautiously under these circumstances. If you want to know how many people have looked at the files, use the Access Report feature on the Sent Packages tab of IL Courier for the Web. If I send a package to a non-courier user, can he/she respond? There are three ways to allow recipients who are not registered Courier users to respond to the packages you send them. By including a Lockbox URL in your alert. By selecting Allow replies to package under Package Settings. The following link will be added automatically to the alert when it is sent: You may reply back to <name> securely with large files. Use the Lockbox feature if you are soliciting information from users who may not be known to you. Example: You are an employer soliciting resumes. Example: You are a film director seeking screenplays. Use the Allow Response feature for private package replies (those that require use authentication) from a select group of people. Example: I am a lawyer who needs my clients to respond to certain documents. Use the Allow Response feature for public package replies when you are not concerned about who sees the package. Example: I am a screenwriter soliciting responses to my screenplay. If I require recipients to log in, what will they have to do? The recipient will be informed that someone is sending them confidential material and that logging in assures that this package can t be seen by others. IntraLinks Courier Plug-in User Guide page 26

28 Recipients who use another IntraLinks product, log in using their existing IntraLinks credentials. A recipients new to IntraLinks will need to activate his/her Courier account before they can open the package. They enter their address, press submit, and receive an alert with a link to activate the account. This is a one-time process and does not take long. What kinds of files are protected, if I enable this option? The following files types can be protected. Other file types cannot be protected. PDF (Portable Document Format) Microsoft Word (DOC, DOCX) Microsoft Excel (XLS, XLSX) Microsoft PowerPoint (PPT, PPTX) The following versions of Microsoft Office files can be protected: 2000 (Service Pack 3 or later) 2003 (Service Pack 1 or later) IRM installation Make sure you have the latest IRM plug-in installed. IRM plug-in version or higher is required for viewing protected MS office 2000 and 2003 files. This version of IRM plug-in does not support viewing protected MS office 2007 and 2010 files. IRM plug-in version or higher is required for viewing protected 2007 and 2010 files If you are attempting to view a Microsoft Office 2003 document and you don t have an IRM plug-in installed, you will be prompted to download the plug-in. This will also occur if you try to view a protected document not supported by your current IRM plug-in. If you are attempting to view a Microsoft Office 2007 or 2010 document and you don t have an IRM plug-in installed, you will be see the following error message: This file could not be opened because it was encrypted with software that is not installed on your computer. Note: No plug-in is available for the MacIntosh operating system Options available with MacIntosh computers MS Office Document protections are not supported by Macintosh computers, and recipients cannot access protected files using these computers. If you know that some recipients have Macintoshes, you may want to enable the IntraLinks IntraLinks Courier Plug-in User Guide page 27

29 Viewer on the exchange so that files opened by the recipient are opened in this protective file rendering tool. Or you can choose to send a package with unprotected files if there is no risk involved. Alternatively, recipients will have to access files using a Windowsbased computer. PDF protection is supported on Macintoshes. IntraLinks Viewer If it is enable on your exchange, you also have the option to use IntraLinks Viewer, IntraLinks proprietary document viewer application. It provides enhanced security for PDF documents, Microsoft Excel documents, Microsoft PowerPoint documents, and Microsoft Word documents. The Viewer provides an alternative to Adobe Reader and similar tools. It also allows Macintosh computer users to view protected documents. IntraLinks Viewer is enabled by default on your exchange but if you experience any problems, call your customer service representative. If you send a secure package, you have the ability to select the type of protection: IntraLinks Viewer or the IRM plug-in. If IntraLinks Viewer does not function for some reason, the package will be opened using the plug-in. If you send a public package, IntraLinks Viewer will be selected automatically. No backup is provided in the event of failure. For more information, see the IntraLinks Viewer Quick Reference. IntraLinks Courier Plug-in User Guide page 28

30 Appendix A: Performance Guidelines and Limitations IntraLinks Courier Plug-in for Microsoft Outlook Performance Aspect Guideline Comments File size 6 GB Max. files per package 600 Over 50 files, other IL Courier functionality such as the Package Access report may suffer performance degradation. Package size Unlimited Bulk account creation 1000 Total number of recipients 3000 new IL users may be added to a package (new users are recipients to whom you are sending a package for the first time) 3000 existing IL users may be added to a package 3000 maximum recipients for an ILCO package These numbers include all addresses in To, CC and BCC fields. Text limits In Secure Note: 4000 characters In regular note: 1,000,000 characters IntraLinks Courier Plug-in User Guide page 29

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