Product Guide Revision A SaaS Email Encryption Enablement for Customers, Domains, and Users Email Encryption Customers who are provisioned for SaaS Email Encryption can easily configure their Content Policies so that outbound messages meeting certain policy criteria are automatically encrypted. McAfee offers several options for enabling seamless Email Encryption including: Assigning a new action Encrypt Message to any of the existing Content Groups. Creating a Content Group and assigning the Encrypt action to the Group. Customers can also use an option, turned on by default, that automatically encrypts any message with [encrypt] in the subject line or body copy. To provide even greater security for your users, McAfee recommends that you enable Transport Layer Security (TLS) on your Outbound MTA. Email Encryption for content groups Group names As a subscriber, you can send regular email based on your selected policies. You can also encrypt messages for a specific Group Name under Content Groups. Select the group name from the Action drop-down list select to have that group encrypted. 1
More options... If a Customer or Domain subscribes to Email Encryption, selecting this option can be used to enforce encryption when the outbound message contains the string [encrypt]. This string can reside in the message Subject line or the body of the outbound message. This option can be found under Email Protection Policies Outbound (default) Content Content Groups. If your organization enabled any of the five former content keyword groups, it is necessary to reset the Action settings for the corresponding new content keyword group. Select Enable to resume filtering on your keywords. Action settings include Quarantine, Deny, Allow, Tag Subject, Encrypt Message, and Silent Copy. This option is only available on the Outbound Policy Content Group page. The combination for maximum encrypted message size includes the message header, body, and attachment cannot exceed 30 MB for encrypted messages. 2
Traffic: Encryption report The Traffic: Encryption report displays information about encryption and bandwidth trends for all encrypted outbound messages during the selected time period. The reporting period for all report data is viewable on either a day, week, or month basis for the current month, or the previous month. More information can be found under Help. Email Encryption recipient A first-time recipient who has not yet registered for Email Encryption also receives a notification to activate their account. This one-time activation process allows them to access their encrypted messages in the Pick-up Portal. 3
Workflow for a non-mcafee user Welcome Message for a non-mcafee user Task 1 A non-mcafee user receives a notification to let them know that they have an email containing an encrypted message. 2 The user clicks the Read Message link to go to their logon page. 3 The user also receives a message the first time they receive an encrypted message. 4 The recipient clicks the highlighted link to activate the account. The Encryption Console Registration page starts. Registration page for a non-mcafee user Non-McAfee users can complete the Registration page to set up an account for their encrypted email account. 4
After registering, click Register to log on to the Encryption Console. 5
Encryption Console Sign In screen for a non-mcafee user Task 1 The non-mcafee user can now use their registered password to log on to the Encryption Console. 6
2 The non-mcafee user must click Sign In. The Encryption Console Inbox for a non-mcafee user displays. 3 After the user has registered for Encryption, they can now view, manage, and coordinate their encrypted mail. Note: The recipient of an encrypted email has access to online Help to guide them through this process. They can manage their encrypted email using one of the following items: Inbox Draft Delete Sent The Encryption Inbox automatically populates as the recipient receives encrypted mail. They can manage this mail using the folder and tools provided. 4 The user can highlight the email they want to view and either double-click on that email or click the Open icon. This action opens a separate email window pane for that email with its own tab header. 5 They can Reply to an email, Delete an email, or Flag it to highlight its importance. They can also Flag tasks and contacts. To apply an action to an email, complete the following: A user can highlight the email they want to Flag, Reply, or Delete. A user can click the appropriate icon for the action required in the toolbar. 6 To navigate between the encryption inbox panes, a user can simply highlight the email they want to view, and click the Reading Pane icon. This action opens a separate window for the email with the designated icons to apply for that email. 7
Setup preferences for a non-user As a new user to the Encryption Console, a user can set up their personalized preferences and delivery methods. Preferences window field descriptions for a non-mcafee user The Encryption Preferences window allows a user to set the: Password Entries per page Encryption Message Delivery Method. 8
Table 1 Preferences window field descriptions Option Password Entries per page Message Delivery Method Definition At the Password field, click Change. Type a new password in the Password field. Type a new password in the Confirm Password field. Password rules are the following: There must be a minimum of 8 characters. Alpha, numeric, and special character types are allowed. There must be at least one character that differs in character type (alpha, numeric, or special) from most characters. Thus, if the password contains mostly alpha characters, at least one character must be either a special character or numeric. For example, majordude is invalid, but majordude9 is valid. The password cannot contain any spaces. Both uppercase and lowercase letters are allowed. Passwords are case-sensitive (for example, Password, password, and PASSword would be different passwords) Any of the following symbols are allowed: ( ) ` ~! @ # $ % ^ & * - + = \ { } [ ] : ; " ' < >,.? / Select the number of items to be displayed in lists on the Control Console. For example, quarantined email lists for users and Email Protection log reports for administrators. The default list length is 25. Select an option for delivering encrypted mail: Encryption Console Store encrypted message content on the encryption server. Send to my Inbox Store encrypted message content in your email client. Preferences Window Toolbar for a non-user Table 2 Preferences window toolbar Option Definition Apply Reset Click to save your changes in the Control Console. If you don't want to save your changes, click any tab or link to exist the Preferences window. Click to deselect all options. Once you are registered for Encryption and you begin to manage your inbox, you might receive the following warning that you have encrypted mail. 9
Workflow for a McAfee user User welcome page A user who already has set up their Encryption Inbox account would receive the following notification for an email containing an encrypted message. 10
Task 1 A user must click Read Message to go to their logon page. The user also receives a message the first time they receive an encrypted message. The message also sends them to their logon page for the Encryption Console. 2 The user clicks the link. They must activate their personal account. The Encryption Console logon page starts. Logon page for a McAfee user To access the Encryption Inbox, the user can use their existing McAfee logon and password. Task 11
1 Type your McAfee password. 2 Click Sign In. The user Encryption Console inbox displays. The Encryption Inbox automatically populates as the user receives encrypted mail, but they can manage this mail using the folder and tools provided. 3 The user can highlight the email they want to view and either double-click on that email or click the Open icon. This action opens a separate email window pane for that email with its own tab header. 4 They can Reply to an email, Delete an email, or Flag it to highlight its importance. They can also Flag tasks and contacts. To apply an action to an email, complete the following: A user can highlight the email they want to Flag, Reply, or Delete. A user can click the appropriate icon for the action required in the toolbar. 5 To navigate between the encryption inbox panes, a user can simply highlight the email they want to view, and click Reading Pane. This action opens a separate window for the email with the designated icons to apply for that email. 12
Preferences for encryption drop-down selections for a McAfee user The new addition to an existing user preferences account includes a Message Delivery Method for a user s encrypted email. From the drop-down list, the user can select an option for delivering encrypted mail: Encryption Console Store encrypted message content on the encryption server. Send to my Inbox Store encrypted message content in your email client. Once a user is registered for Encryption they begin to manage their inbox, they can receive the following warning that they have received encrypted mail. 13
Outlook add-in for Send Encrypted Users now have the ability to download a Send Encrypted button within Microsoft Outlook to send encrypted outbound messages. The use of this feature requires a subscription to the Email Encryption service. Before you install the add-in, review the system requirements. You must have administrator rights to install the add-in on a local computer. Accessing the add-in The add-in is available for free from the McAfee SaaS website. http://www.mcafee.com/us/downloads/saas/encrypted-from-microsoft-outlook-addin.aspx System requirements Supported versions of Microsoft Outlook: Outlook 2013 (IA-32 and x64) Outlook 2010 (IA-32 and x64) Outlook 2007 (IA-32 only) Supported versions of Microsoft Windows: Windows 8.1 (IA-32 and x64) Windows 8 (IA-32 and x64) Windows 7 (IA-32 and x64) Windows Vista (IA-32 and x64) 14
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