1 MailTrack How To Document 27 March 2014 Table of Contents 1. How to Register Forgot Password Login to MailTrack Webmail Accessing MailTrack message Centre Creating a MailTrack message on MailTrack Webmail Enable MailTrack in Outlook Introduction Installing MailTrack Outlook Toolbar MailTrack Outlook Toolbar Overview...11
2 1. How to Register You ve received an message from a contact inviting you to join MailTrack. Why would you want to join? Your contact wants you to join the MailTrack system that provides secure, end-to-end communication for sensitive, confidential or internal information, without the need to share cumbersome encryption keys. Getting started with MailTrack easy. You ve already received the invitation message, so move on to the next step: Click the link provided in the invitation . If your program does not support active links, cut and paste the link into your web browser. The Registration page will appear. Enter the information as required. o If it says Quick Registration, see section below Level 1 Security (Get the Invitation Quick Registration). o If it says Registration, see section below Level 2 Security (Confirm Address Registration). Don t see the Registration page? Try step 3. o If you are requested to enter a CRA Code (*5), Member ID or any other secret password, see section below Level 3 Security (Challenge Response Authentication CRA) Not seeing the Registration page when you click the link in your basic message notification? You ve been redirected to the login page. Below where it asks for your address and password, there is a link that says Have you been invited? Click on the link, and then enter the information as required.
3 Level 1 Security (Get the Invitation Quick Registration) Now that you ve made it to the registration screen, please follow these steps below to complete your quick registration: You will see a registration form to fill out. The Address box will appear with your Address filled in (*1). Make sure it is correct, and matches the account where you received the invitation. Fill in your name (*2), choose a password (*3), and click Register. Confirm your new Password (*4).Note: The password that you are selecting does not have to be the same password as your basic password. Click the register button. That s it, you re registered! A message box will appear confirming that you are registered. Click Done! Log me in! You will be redirected to the MailTrack Webmail Portal. Note: In general, most users experience the Quick Registration, or Level 1 process. Level 2 Security (Confirm Address Registration) Now that you ve made it to the registration screen, please follow these steps below to complete your registration: You will see a registration form to fill out. Enter your Address (*1) where you received the secure message. Fill in your name (*2), choose a password (*3), and click Register. Confirm your new Password (*4).Note: The password that you are selecting does not have to be the same password as your basic password. A message box will appear informing you that a confirmation code has been sent to your basic account. Click OK.
4 Go back to your basic account to retrieve your verification code. Make sure to check your Spam or Junk Mail folder, as some mail clients incorrectly label this verification as spam. Click on the link in the basic message to complete your registration. You will be redirected to the Confirmation page, where a prompt box will appear confirming that you are registered. Click Done! Log me in! You will be redirected to the MailTrack Webmail Portal. Level 3 Security (Challenge Response Authentication CRA) Depending on your configuration of MailTrack you may be asked to provide a secret password, account number or PIN number (*5). Please enter the secret password as provided by the organization that invited you to MailTrack The Challenge Response Authentication is a mechanism to better authenticate new users registering with MailTrack. It is enabled to protect your privacy and to act as a second factor authentication to ensure that no third party can access your MailTrack secure messages. The secret password, also called CRA Code, can consist of your Postal Code, Client ID, Client Number, or any other unique secret password as provided by the person inviting you to join MailTrack. If you are unsure about your CRA code, please contact the person that invited you. 2. Forgot Password Follow these quick and easy steps to reset your password.
5 1. Go to the login page where you normally enter your Address and Password for MailTrack Webmail. If you re not sure where this is, go to your basic account, open a MailTrack message notification and click on the link in the message body. 2. At the login screen, below the Password field, click Forgot Password? 3. A page opens asking you to enter your Address. Enter your address. Click Submit. 4. A message box will appear informing you that instructions for the Password Reset have been sent to your account. Go to your basic account and open the notification. 5. Click the link in the , follow the instructions to enter a new Password, and click Reset Password. 6. Your Password is now reset and you will be redirected to the login page. Enter your new Password and you will be logged in. 3. Login to MailTrack Webmail You can access the MailTrack Webmail directly from any web browser: Enter your Address, the same Address you previously registered with. Enter your Password, the same password you chose when you registered. If you forgot your password, click the Forgot Password link. Depending on the configuration of MailTrack, you may be able to have the login screen remember your Address and or keep you logged in on this computer for a period of time. If you are on a public computer, do not use this option (do not check). When you have entered all your credentials, click Login.
6 If you have not yet registered with MailTrack, click the link Have you been invited? To bookmark the login screen or add to your favorites on this computer, click the link Bookmark. Select this bookmark or favorite from your browser menu the next time you want to access the login screen. If you are on a mobile or tablet device, click Mobile / Accessible link to access a lighter version of MailTrack that works on most devices. If you are visually impaired, or using a screen reader, click Mobile / Accessible link to access a lighter version of MailTrack that works on most devices. 4. Accessing MailTrack message Centre You can access MailTrack (Webmail) directly from a web browser, through two easy ways: From a Notification Message When you receive a MailTrack message, you also receive a Notification Message via basic . This is the message that lets you know new MailTrack messages are waiting for you in MailTrack webmail. Notification messages contain a link to MailTrack webmail, which you can click to retrieve the secure message. If you have already enabled the MS Outlook Toolbar, you will not see these notifications messages. From the MailTrack MS Outlook Toolbar If you re using the MailTrack MS Outlook Toolbar, and you need to visit MailTrack (Webmail), you can access it from the Toolbar directly. Clicking on Secure Webmail will launch your web browser and automatically log you in (Single Sign-on SSO). 5. Creating a MailTrack message on MailTrack Webmail The general process for composing a new MailTrack message is very similar to the process for creating a new message using any system, (e.g., MS Outlook, Gmail, Yahoo Mail ). To begin, simply
7 press the Compose button. Professional Users can compose new messages to anyone, Guest Users are restricted to only reply to Professional Users. As the creator of a new message, you control the delivery options (Professional User only). If you don t want to receive any replies, you can turn on ReplyFreeze. If you don t want users to be able to forward the MailTrack message, you can turn on ForwardFreeze. As the creator of a new message, you also control the tracking options. You can choose to enable tracking or disable it. If you disable tracking, no one (not even you) will be able to view the tracking data. If you choose not to share the tracking, then your recipients will not have access to the tracking information, although you will. Once you have written your message and addressed it to the proper recipients, you can change some of the Delivery Slip options at the right hand side of the screen. In order to maintain the integrity of a message, all replies and forwards will be sent secure in the MailTrack Platform. The Delivery Slip pane allows you to set the initial conversation options. If you are replying or forwarding a MailTrack message, these options cannot be modified. For new messages, click Compose : 1. The Message Details section allows you to set the delivery options for a new message, including Freeze, Tracking and Enhanced Security options. When you compose a new message, the Status is marked as Draft. The message will automatically save the changes to your messages every 20 seconds. To save your draft immediately, use the Save Now button in the upper toolbar. 2. Use the Enhanced Security Options section of the Message Details to enable the unique patented Freeze options. The Freeze Options allow you to disable the ability for recipients to reply and / or forward your message using the MailTrack Platform. It does not, however, prevent recipients from copying & pasting the content of your message into a document or another unsecure basic message. These settings cannot be changed once the conversation is engaged. Check ReplyFreeze to prevent recipients from replying, check ForwardFreeze to prevent recipients from forwarding the message while using the MailTrack Platform. 3. Use the Enhanced Security Options section of the Message Details to enable the unique patented feature For Your Eyes Only (F.Y.E.O). F.Y.E.O. allows you to request that each recipient enters either their Secure Account Password or a Unique Password that you set, required every time they wish to read, re-read or reply to your secure message (valid for the
8 duration of the conversation). Use this feature to increase accountability and non-repudiation, or to protect certain messages if you delegate your mailbox with someone else in your organization. 4. Use the Tracking Options to enable or disable tracking for your message, and select whether you want to share the results with all recipients or keep the results to yourself. Tracking allows the senders and recipients to see if any of the recipients retrieved, read, replied to, forwarded, printed or deleted the message. These settings cannot be changed once the conversation is engaged. 5. To include file attachments with your message, simply use the Message Attachment module. 6. To select the file attachment you want to include, select Choose File. This will bring up the native computer file picker. Unless otherwise enforced by your organization, there are no file format restrictions. 7. To add more file attachments, click Add another attachment as many times as you have more files to include. 6. Enable MailTrack in Outlook Introduction The MailTrack MS Outlook Toolbar allows Users to seamlessly manage their MailTrack messages alongside their basic messages in the world s most widely used corporate program. Once installed, any authorized User can use MS Outlook to create, read and respond to MailTrack messages. MailTrack messages can make use of all existing features such as Spell Check, Address Book, and corporate global policies. There is no need to navigate to a separate browser, or to manage and rotate complex encryption keys and cumbersome passwords.
9 The MailTrack MS Outlook Toolbar appears in the default menu and toolbar section of the MS Outlook program, giving Users the option to quickly choose between creating a new MailTrack or basic message. This selection can also occur mid-way while composing, replying-to or forwarding an message. The patented Delivery Slip is added to the right side of the MS Outlook MailTrack message compose window and allows the sender to set forwarding, replying, and message tracking permissions, as well as attach large files seamlessly. The MailTrack MS Outlook Toolbar provides added flexibility by conforming to the way Users work within their program. With the patented Delivery Slip available in the MS Outlook program, Users have access to more information (message metadata) and actions for MailTrack messages than what is available for basic messages. There is no need for an organization to reconfigure their mail server or change staff addresses or Internet Service Provider (e.g. MX records) to start using the MailTrack MS Outlook Toolbar. It is designed to be a client-side solution where the MailTrack MS Outlook Toolbar is easily installed in under two minutes without requiring administrative rights. It works with all mail servers including MS Exchange without the requirement for integration changes or complicated configurations. All existing investment in archiving, compliance, e-discovery, workflow and management remain intact and continue to work. No changes or replacements are required.
10 7. Installing MailTrack Outlook Toolbar In order to install the MailTrack MS Outlook Toolbar, you must already have registered with MailTrack. Follow these simple steps to complete the installation and activation: MailTrack MS Outlook Toolbar Installation NOTE: In order to install the MailTrack MS Outlook Toolbar, you must follow these instructions from within the MailTrack Webmail. 1. Login to the web & mobile enabled MailTrack Webmail Portal. 2. In the MailTrack Webmail Portal, click the icon on the left hand column, Enable with MS Outlook,
11 3. After selecting the proper menu item, you will see a page of instructions with four easy steps. Follow these instructions, making sure MS Outlook is closed (Step 1). Click Download MS Outlook Toolbar (Step 2). 4. You will be prompted to Save or Run the setup file. Click Run to begin the installation process. 5. The installer will confirm your choice. Click Install when you are prompted. The MailTrack Toolbar installation will begin. Follow any on-screen prompts that may occur. 6. Please wait until you see the installation confirmation window before launching MS Outlook again. MailTrack MS Outlook Toolbar Activation The installation of the MailTrack MS Outlook Toolbar is complete. The next step is to Activate the MailTrack Toolbar. Follow these steps to complete the Activation and begin using the Toolbar: 1. Login to the MailTrack Webmail and click on the Enable with MS Outlook icon on the left hand side of the screen. If you haven t already done so, complete Step 4 and click on the button Activate Toolbar. This will send a MailTrack message to your address, which you can use to activate the MailTrack Toolbar by selecting it in your MS Outlook inbox. 2. Launch MS Outlook. 3. When MS Outlook first loads, select the new MailTrack message you've received (it may automatically be selected for you). Alternatively, if you received a MailTrack message notification from someone you know, please select it in your MS Outlook inbox. 4. Once you select a MailTrack message, you will see an activation screen, prompting you to enter your password. Enter your password as selected when you registered with MailTrack 8. MailTrack Outlook Toolbar Overview MailTrack MS Outlook Toolbar (For MS Office 2003, 2007, 2010 & 2013 All Editions) Once installed, the Toolbar will not interfere with any basic functions you currently use.
12 1. To activate the Toolbar, select a MailTrack message in your MS Outlook inbox, or complete step 4 of the installation procedure. To compose a new MailTrack message, click New Secure. To activate, see instructions below. 2. To manage the MailTrack MS Outlook Toolbar, or to access the MailTrack Webmail Portal, click on the Secure Messaging tab in MS Outlook 2010 & 2013, or the Secure Messaging menu item in MS Outlook 2003 & Individual installation If you installed the MailTrack MS Outlook Toolbar by following the steps provided in the MailTrack Webmail Portal, please complete Step 4 of the installation instructions. If you already completed Step 4, or if you previously received a MailTrack message notification in your MS Outlook inbox, select it to trigger the activation. Once you select a MailTrack message, you will see the Activation screen, prompting you to enter your password. 1. Enter your password as selected when you registered with MailTrack. Compose a MailTrack Message Once activated, select the New Secure button to compose a new MailTrack message. To communicate securely with a new User simply send them a secure message.
13 Changing the default MailTrack address If you communicate with more than one MailTrack enabled address, the Toolbar will display all of them as a selection when composing a new secure message. To change the default MailTrack address in the Toolbar, click on New Secure and select the address that you would like to make default.
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