Brainloop Secure Connector for Microsoft Office Version 4.5 Client Installation and Setup Guide Copyright Brainloop AG, 2004-2015. All rights reserved. Document version 1.7 All trademarks referred to in this document are the property of their respective owners.
Contents 2.1 Overview... 6 2.2 Installation checklist... 6 2.3 Before You Install... 7 2.3.1 Check the Prerequisites... 7 2.3.2 Uninstall Previous Versions of the Brainloop Outlook Add-in 3.x... 9 2.3.3 Download the Installation Package for the Brainloop Secure Connector for Microsoft Office... 9 2.4 Install the Brainloop Secure Connector for Microsoft Office... 10 2.4.1 Standard Installation... 10 2.4.2 Installation Using Advanced Installation Options... 12 2.4.3 Silent Installation... 17 2.4.3.1 Installable features... 17 2.4.3.2 Syntax in the DOS command line... 17 2.4.3.3 Optional parameters... 18 2.4.3.4 Scenarios... 20 2.4.3.5 Step-by-Step Procedure for the Silent Installation of Brainloop Secure Connector for Microsoft Office... 21 3.1 Configure Dataroom Servers... 22 3.2 Adjust the General Settings for the Brainloop Secure Connector for Microsoft Outlook. 25 3.2.1 Adjust the E-Mail Options... 26 3.2.2 Adjust the Protected Message Options... 28 3.2.3 Adjust the Document Upload Options... 29 3.2.4 Adjust the Document Download Options... 30 3.2.5 Send a Log File to Support... 31 3.3 Adjust the Attachment Handling Settings for the Brainloop Secure Connector for Microsoft Outlook... 32 3.3.1 Adjust the Settings to Convert Attachments into Links... 33 3.3.2 Adjust the Auto-Upload and Link Insertion Setting... 34 Page 2 of 62
3.4 Adjust the Server Settings for the Brainloop Secure Connector for Microsoft Outlook... 35 3.4.1 Add Dataroom Servers... 36 3.4.2 Change Dataroom Servers... 38 3.4.3 Remove Dataroom Servers... 39 3.4.4 Adjust the Proxy Server Settings... 40 3.5 Adjust the Sync Settings for Collaboration Items for the Brainloop Secure Connector for Microsoft Outlook... 41 3.5.1 Adjust the Sync Settings for Dataroom Collaboration Items... 42 3.5.2 Adjust the Sync Settings for Dataroom Calendar Events... 43 3.5.3 Adjust the Sync Settings for Dataroom Tasks... 44 3.6 Check for Updates... 46 3.6.1 Automatic Update of the Brainloop Secure Connector for Microsoft Outlook... 46 3.6.1.1 Adjust the Automatic Update Settings... 46 3.6.2 Manual Update of the Brainloop Secure Connector for Microsoft Outlook... 48 4.1 Configure Dataroom Servers... 50 4.2 Adjust the General Settings for the Brainloop Secure Connector for Microsoft Excel, Word, or PowerPoint... 51 4.2.1 Adjust the Download Options for Excel, Word, or PowerPoint Documents... 52 4.3 Check for Updates... 53 4.3.1 Automatic Update of the Brainloop Secure Connector for Microsoft Excel, Word, or PowerPoint... 53 4.3.1.1 Adjust the Automatic Update Settings... 53 4.3.2 Manual Update of the Brainloop Secure Connector for Microsoft Excel, Word, or PowerPoint... 55 5.1 What is the difference between the "Brainloop Secure Connector for Microsoft Office.exe" and the "Brainloop Secure Connector for Microsoft Office.msi"?... 57 5.2 What is contained in the Brainloop Secure Connector for Microsoft Office installation package?... 57 5.3 What do I do if the installation has failed for some reason?... 58 5.4 What can I do if the Brainloop Secure Connector for Microsoft Office is deactivated accidentally or does not show up after the installation?... 58 Page 3 of 62
5.5 AVG Virus Protection prevents Installation and reports an "Identity Protection" Problem. How can I still install?... 60 Page 4 of 62
1 Introduction The Brainloop Secure Connector for Microsoft Office is a client-based software program that seamlessly integrates Microsoft Outlook, Excel, Word, and PowerPoint with the Brainloop Secure Dataroom. The service provided by the Brainloop Secure Connector for Microsoft Outlook goes far beyond a very comfortable way of sending e-mails and e-mail attachments securely as document links. It allows the user to navigate in, upload to and download from a Dataroom. The Brainloop Secure Connectors for Microsoft Excel, Word, and PowerPoint are fully integrated Excel, Word, and PowerPoint add-in clients that allow Dataroom users to download their Microsoft Office documents from their Datarooms into Excel, Word, or PowerPoint, respectively. Users can then edit their documents in the respective Microsoft Office application and can easily re-upload the updated documents to the Dataroom. The Brainloop Secure Connectors for Microsoft Excel, Word, and PowerPoint also allow for using the Dataroom s Check-out and Check-in functions for documents, and for creating tasks on Microsoft Office documents. The present installation guide is intended for system administrators or others who install and configure the Brainloop Secure Connector for Microsoft Office on a client computer. Page 5 of 62
2 Install the Brainloop Secure Connector for Microsoft Office on a Client Computer 2.1 Overview To help you with the installation process, we suggest that you print out the installation checklist below on installing so that you can refer to it as you move through the installation process. The installation of the Brainloop Secure Connector for Microsoft Office on a client computer is done through an installer executable file named Brainloop Secure Connector for Microsoft Office.exe, which can be downloaded from the Brainloop download site. The executable file is a full installation package that contains all required software components. The installation of the Brainloop Secure Connector for Microsoft Office is really easy. If, however, you find that you do have questions and need to troubleshoot, see Frequently Asked Questions, page 57. 2.2 Installation checklist Before you start to install the Brainloop Secure Connector for Microsoft Office, review the following task checklist. Read the section Before you install, pages 7ff, and follow the instructions in that section to ensure that your computer is set up properly for the installation, that is: Check the minimum system requirements necessary to install the Brainloop Secure Connector for Microsoft Office (see page 7). Download the installation package for the Brainloop Secure Connector for Microsoft Office from our download site. The executable file is a full installation package that contains all required software components (see page 9). Save this file to a location on your computer where you can find it, e.g. your desktop (see page 9). Run the installer executable to install the software on your computer (see page 39). Once you have installed the software, proceed to section Configure the Brainloop Secure Connector for Microsoft Outlook, page 17. Page 6 of 62
2.3 Before You Install 2.3.1 Check the Prerequisites The Brainloop Secure Connector for Microsoft Office requires the following prerequisites: Permission to install software on the respective client computer: Users must have the permission to install software on their client computers or an administrative user must install the software for the user on their client computer. Client computer with one of these supported operating systems: Windows 8.1 (32-bit and 64-bit) Windows 8 (32-bit and 64-bit) Windows 7 SP1 (32-bit and 64-bit) Windows Server 2008 R2 SP1 (64-bit only) Windows Server 2012 R2 (64-bit only) Windows Server 2012 (64-bit only) Client computer with one of these Microsoft Office suites including Microsoft Outlook, Excel, Word, and PowerPoint: Microsoft Office 2007 (32-bit only) Important note: When installing the Brainloop Secure Connector for Microsoft Office 2007, the Office add-ins are only enabled, if the Brainloop Secure Connector is installed manually using the Advanced Mode option and the Installation Scope Install just for you (Username). In case of an automatic rollout, or if the option Install for all users of this machine is used, the add-ins are visible in the add-in list but they will not start, even if the loading behavior is changed manually. If you have installed the Brainloop Secure Connector in combination with Office 2007, please uninstall the Brainloop Secure Connector and reinstall it with the settings described above. Microsoft Office 2010 (32-bit only) Microsoft Office 2013 (32-bit only) Client computer with these software components: Note that all required software components are included in the installation package (executable file), and therefore do not need to be installed separately. These components are: Microsoft.Net 4.5 Framework or newer Page 7 of 62
Microsoft Visual Studio Tools for Office 2010 (x86) for 32-bit systems Microsoft Visual Studio Tools for Office 2010 (x64) for 64-bit systems Page 8 of 62
A compatible Brainloop Secure Dataroom: Version 8.20.031 or newer for authentication to a Dataroom through input of the username (email address) and password Version 8.20.601 or newer for authentication to a Dataroom through SAML Version 8.30.701 or newer for authentication to a Dataroom through SAML protocol 2.0 Each Dataroom that you want to work with must have web services (API Access) enabled. Please contact your Dataroom (Center) Manager if you have any questions about this. 2.3.2 Uninstall Previous Versions of the Brainloop Outlook Add-in 3.x If you have been using a previous 3.x version of the Brainloop Outlook Add-in, you have to uninstall that version first. 1. Click the Windows Start button. 1. Point to Control Panel and select Programs and Features. 2. Right-click the Brainloop Outlook Add-in program, and click Uninstall. 2.3.3 Download the Installation Package for the Brainloop Secure Connector for Microsoft Office The installation of the Brainloop Secure Connector for Microsoft Office on a client computer is done through an executable file named Brainloop Secure Connector for Microsoft Office.exe, which can be downloaded from the Brainloop download site. The executable file is a full installation package that contains all required software components. To download the Brainloop Secure Connector for Microsoft Office.exe file click the following link: Brainloop Download Site. Save this file to a place where you can find it, e.g. on your Windows Desktop. Page 9 of 62
2.4 Install the Brainloop Secure Connector for Microsoft Office 2.4.1 Standard Installation 3. Close all Microsoft Office applications. 4. Double-click the Brainloop Secure Connector for Microsoft Office.exe installation file. 5. The welcome screen of the Installation Wizard for the Brainloop Secure Connector for Microsoft Office is displayed. 6. Click Install to start the installation process. Accept the Brainloop License Agreement and click Install. Note: If you only want to install individual modules of the Brainloop Secure Connector, see chapter on Advanced Installation Options, page 12. Page 10 of 62
7. The Brainloop Secure Connector for Microsoft Office is now being installed on the given computer. 8. Once the installation is complete click Finish to exit the Installation Wizard. 9. Finally, click Close. The Brainloop Secure Connector for Microsoft Office is now installed on the respective client computer. Proceed to chapter Configure Dataroom Servers, page 22. Page 11 of 62
2.4.2 Installation Using Advanced Installation Options If required, you can also only install individual modules of the Brainloop Secure Connector for Microsoft Office, e.g. only the Secure Connector for Outlook, or only the Secure Connector for Outlook and Word. 1. Close all Microsoft Office programs. 2. Double-click the Brainloop Secure Connector for Microsoft Office.exe installation file. 3. The welcome screen of the Installation Wizard for the Brainloop Secure Connector for Microsoft Office is displayed. 4. Click Install to start the installation process. 5. Accept the Brainloop License Agreement and click the Advanced button. Page 12 of 62
6. Select whether you want to install the Brainloop Secure Connector just for the current user account Install just for you or for all users on the computer Install for all users of this machine and click Next. 7. Accept the default destination folder, or change to the desired folder and then click Next. 8. In the Product Features dialog, select the features you want to install by clicking on the down arrow. Page 13 of 62
9. By default, all features are activated in the Product Features dialog. If you want to exclude one or more of the available Brainloop Secure Connector features, however, deselect the feature by selecting the Entire feature will be unavailable option from the corresponding drop-down list: Note: Do not select the options Entire feature will be installed on local hard drive or Feature will be installed when required. Page 14 of 62
10. The following screen shows a scenario where Microsoft Outlook and Word are installed, but not Excel and PowerPoint. 11. Click Install and the selected Brainloop Secure Connector features are now being installed on the given computer. Page 15 of 62
12. Once the installation is complete click Finish to exit the Installation Wizard. 13. Finally, click Close. The Brainloop Secure Connector for Microsoft Office is now installed on the respective client computer. Proceed to chapter Configure Dataroom Servers, page 22. Page 16 of 62
2.4.3 Silent Installation The Brainloop Secure Connector for Microsoft Office can also be installed using the silent installation option via the DOS command line. You can either install all of the components or only the features you require. Please note that you have to use the Brainloop Secure Connector for Microsoft Office.msi installation file for doing so (see also chapter 5.1 on page 57). Please note that you have to install the required software components manually first (see Check the Prerequisites on page 7). The following chapters provide information on the installable features, syntax in the DOS command line, optional parameters, scenarios, and a step-by-step description of the installation procedure. Important note: When installing the Brainloop Secure Connector for Microsoft Office 2007, the Office add-ins are only enabled, if the Brainloop Secure Connector is installed manually using the Advanced Mode option and the Installation Scope Install just for you (Username). Therefore, in case of an automatic rollout, or if the option Install for all users of this machine is used, the add-ins are visible in the add-in list but they will not start, even if the loading behavior is changed manually. In this case, the Brainloop Secure Connector has to be uninstalled and reinstalled with the settings described above. 2.4.3.1 Installable features The Brainloop Secure Connector for Microsoft Office.msi supports installing individual features via the command line. Currently, the features to choose from are: Brainloop_Excel_Addin Brainloop_Word_Addin Brainloop_PowerPoint_Addin Brainloop_Outlook_Addin Note: The fourth feature SharedElements MUST always be installed. 2.4.3.2 Syntax in the DOS command line Use the following syntax to install or configure the Brainloop Secure Connector for Microsoft Office.msi from the current folder: msiexec /i Package ADDLOCAL=InstallableFeatures /Parameters Explanation: Page 17 of 62
Msiexec Windows installer program that interprets packages and installs products /i This parameter installs or configures a product Package Specifies the path and name of the Windows Installer package file Note: If the path to the.msi file or the name of the.msi file contains any blank spaces, enclose the path in quotation marks to indicate that the whole path is a single parameter. You can use quotation marks, even if there are no blank spaces. ADDLOCAL= This parameter must be used when only part of the package is installed in order to specify the features to be installed (see chapter Installable Features on page 17), separated by commas. /Parameters You can use a number of parameters for the installation (see chapter Optional Parameters on page 18). Remarks Windows Installer command-line options are not case-sensitive. Optional parameters can be used in addition to configure defaults for the Secure Connector. For further information on msiexec, please refer to the Microsoft Windows Server Support page http://technet.microsoft.com/en-us/library/cc759262(v=ws.10).aspx 2.4.3.3 Optional parameters The following parameters are available for the installation of the Brainloop Secure Connector for Microsoft Office via the command line and determine the following: Debug = "True" "False" Enables the debug functionality. This merely shows or hides the Send Debug e-mail option (Default is True). DebugEmail = "valid@emailaddress.com" Enter the e-mail address to which debug e-mails are to be sent. UpdateURL = "https://my.brainloop.net/store/update.xml" Set the update URL to " " to disable the auto-update functionality. Note: There has to be a blank space between the quotation marks. KnownServers = "https://my.brainloop.net, https://my.brainloop.ch, https://my.brainloop.us" Page 18 of 62
Comma-separated list of the servers used to populate the drop-down list of connections when creating a new server connection. Page 19 of 62
DefaultServer = "https://my.brainloop.net" Creates a default server connection. The username is automatically discovered. DefaultServerMode = "1" Determines the authentication mode for the default server. (Default is SAML) (1 = Username and Password, 3 = SAML, other modes are not supported during install time) SAMLAuthenticationEnabled = "True" "False" Enables the SAML functionality (Default is True). CertificateAuthenticationEnabled = "True" "False" Enables the Certificate functionality (Default is True). ALWAYSSHOWINSERTLINKPANE = "True" "False" Displays or hides the Brainloop Secure Mail Assistant pane at the start of the corresponding MS Office application (Default is False). USEPROXY = "True" "False" Enables the usage of a proxy server defined in the Internet Options of the web browser (Default is False). 2.4.3.4 Scenarios Scenario 1: Silent installation of the complete Brainloop Secure Connector for Microsoft Office package without status bar display This example installs the complete Brainloop Secure Connector for Microsoft Office package silently (parameter /quiet) from the current directory, without status bar display (parameter /qn) and without restart after the installation (parameter /norestart): msiexec /i "Brainloop Secure Connector for Microsoft Office.msi" /quiet /qn /norestart Page 20 of 62
Scenario 2: Silent installation of the Brainloop Secure Connector for Microsoft for Outlook and Word with status bar display This example installs the Secure Connector for Microsoft Outlook and Microsoft Word but NOT for Excel and PowerPoint silently (parameter /quiet) from the current directory, with status bar display (parameter /qb) and without restart after the installation (parameter /norestart): msiexec /i "Brainloop Secure Connector for Microsoft Office.msi" ADDLOCAL=SharedElements,Brainloop_Outlook_Addin,Brainloop_Word_Addin /quiet /qn /norestart Scenario 3: Silent installation of the complete Brainloop Secure Connector for Microsoft Office package with setting for default server and default authentication mode to username and password This example installs the complete Brainloop Secure Connector for Microsoft Office package silently (parameter /quiet) from the current directory without status bar display (parameter /qn), without restart after the installation (parameter /norestart), setting the default server to "https://my.brainloop.net" (parameter DefaultServer) and setting the default authentication method to username and password (parameter DefaultServerMode). msiexec /i "Brainloop Secure Connector for Microsoft Office.msi" DefaultServer="https://my.brainloop.net" DefaultServerMode=1 /quiet /qn /norestart 2.4.3.5 Step-by-Step Procedure for the Silent Installation of Brainloop Secure Connector for Microsoft Office To install the Brainloop Secure Connector for Microsoft Office.msi silently, proceed as follows: 1. Open the Command Prompt. Note: You have to be logged in as Administrator or start the Command Prompt in Administrator mode as follows: a. Click the Windows Start button, click All Programs, and then click Accessories. b. Right-click Command prompt, and then click Run as administrator. c. If the User Account Control dialog box appears, confirm that the action it displays is what you want, and then click Continue. 2. Type the necessary command, as detailed in the Scenarios on pages 20ff, into the command line and press Enter. 3. The installation is performed silently. 4. Close the Command Prompt. Page 21 of 62
3 Configure the Brainloop Secure Connector for Microsoft Outlook The Brainloop Secure Connector for Microsoft Outlook is installed with certain default settings, like upload and download behavior for documents, attachment handling and sync settings for Dataroom collaboration items. These default settings can be adjusted by the system administrator and the user at any time. Read the following sections for details on how to customize these settings. 3.1 Configure Dataroom Servers After the installation of the Secure Connector open Microsoft Outlook to configure the connections to the servers on which your Datarooms are installed. 1. Open Microsoft Outlook. 2. A Welcome to e-mail is displayed which leads you through the first configuration steps required. 3. Click the Configure Servers button to the right of this e-mail. The Configure Servers dialog window is displayed. 4. Open the Brainloop Server URL drop-down list, and select a Dataroom server, or type the server s URL into the field. Note: The most common Dataroom servers (.NET,.US and.ch) can be selected from the list; other URLs must be entered manually into the field. d. To authenticate with your e-mail address and password, proceed as follows: In the Username & Password tab, enter your Username (your e-mail address you defined during your first registration to the Dataroom server) and your Password. Page 22 of 62
e. To authenticate with your Dataroom certificate, proceed as follows: Open the Certificate tab. Click the Select Certificate button, and select the appropriate certificate from the list. Certificate details are then shown in the respective fields. f. To authenticate with your SAML login, proceed as follows: Open the SAML tab. Enter your Username (your e-mail address you defined during your first registration to the Dataroom server). 5. Click OK to save your settings. 6. Once the connection to the given Dataroom server has been established a corresponding message is displayed. 7. Click OK to confirm this message. 8. The Change Settings dialog window is displayed with the Servers pane open by default. Page 23 of 62
9. You can now add further Dataroom servers (see page 36), or adjust the default settings for the Secure Connector (see pages 25ff). 10. Click OK to close this dialog window. 11. Back in the Welcome e-mail, you see a list of your Datarooms in the Browse tab. You can now adjust the default e-mail settings, upload and download behavior, attachment handling and collaboration settings to your needs. Page 24 of 62
3.2 Adjust the General Settings for the Brainloop Secure Connector for Microsoft Outlook To customize the default e-mail settings, and document upload and download behavior to your needs, proceed as follows. 1. Open Microsoft Outlook. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. 4. The Change Settings dialog window is displayed with the General pane open by default. 5. Proceed to the next section to adjust the e-mail options to your needs. Page 25 of 62
3.2.1 Adjust the E-Mail Options In the Change Settings dialog window, verify and if necessary adjust the following e-mail options to your needs. 1. Use the Dataroom's e-mail security settings as the default: This option is activated by default to ensure that document links attached to an e-mail are sent in accordance with the Dataroom s security setting, i.e. the E-mail Encryption setting. Every e-mail is additionally sent as a Protected Message. If you do not want to use this function, deactivate it. Users can then decide individually for each e- mail whether they want to protect it or not. Page 26 of 62
2. Prefer the "Maximum (Dataroom members)" security level when sending e-mails to Dataroom members: This option is activated by default to ensure that e-mails with document links sent to Dataroom members are sent using the highest security level, i.e. Maximum (Dataroom members). This security level is then automatically selected in the Security Options tab. If you do not want to use this function, deactivate it. Users can then decide individually, and in accordance with the Dataroom s settings which security level they want to use. 3. Always show the Brainloop Secure Mail Assistant when creating a new e-mail This option is deactivated by default. Activate this option, if you want the Brainloop Secure Mail Assistant pane to be displayed every time you create a new e-mail. 4. Convert e-mail format from plain text to HTML and add signature: This option is activated by default to ensure that e-mails sent through a program other than Microsoft Outlook, e.g. through the Windows Explorer s Send to Mail Recipient option, are switched from text only to HTML, and have the user s default signature added. If you do not want to use this function by default, deactivate it. Page 27 of 62
3.2.2 Adjust the Protected Message Options In the Change Settings dialog window, verify and if necessary adjust the following option to your needs. 1. Transfer protected messages to this Dataroom: Click Browse to define the Dataroom into which protected messages are to be transferred. If you do not define a Dataroom here, users are asked to select a Dataroom when they send a protected message the first time. Afterwards that Dataroom is saved as the default Dataroom and can be changed in the Security Options. Page 28 of 62
3.2.3 Adjust the Document Upload Options In the Change Settings dialog window, verify and if necessary adjust the following upload option to your needs. 1. Prevent upload of duplicates: This option is activated by default to ensure that no document duplicates are uploaded to a Dataroom. If you do not want to use this function, deactivate it. Page 29 of 62
3.2.4 Adjust the Document Download Options In the Change Settings dialog window, verify and if necessary adjust the following download options to your needs. 1. Save file in temp folder: This option is activated by default. With this option, each downloaded document is saved to the system s Temp directory (C:\Users\PC\AppData\Local\Temp). 2. Ask me where to save each file before downloading: Activate this option, if a user should be asked to specify a download location each time they download a document from a Dataroom. 3. Save file to: Activate this option and click Browse to define the file path to which each downloaded document is saved to. Page 30 of 62
3.2.5 Send a Log File to Support From the Change Settings dialog window, you can send a log file to a predefined e-mail address. If you want to report a problem or an error that occurred within the Secure Connector, click the Send Log File button. Debug information is sent to the support e-mail address defined in respective brainloopoffice.sdf settings file. Confirm the displayed message by clicking OK. Page 31 of 62
3.3 Adjust the Attachment Handling Settings for the Brainloop Secure Connector for Microsoft Outlook To customize the default attachment handling settings when sending e-mails to your needs, proceed as follows. 1. Open Microsoft Outlook. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. 4. The Change Settings dialog window is displayed. 5. Click. 6. Proceed to the next section to adjust the attachment handling settings to your needs. Page 32 of 62
3.3.1 Adjust the Settings to Convert Attachments into Links In the Change Settings dialog window, verify and if necessary adjust the following settings to convert e-mail attachments into links to your needs. 1. Convert e-mail attachments into links On e-mail send: This option is activated by default to ensure that a user can define their preferred attachment stripping options in the Add Attachments dialog window when adding an attachment from outside Microsoft Outlook, e.g. from Windows Explorer to an e-mail. If you do not want to use this function, deactivate it. 2. Convert e-mail attachments into links On send from other Brainloop Secure Connector applications: This option is activated by default to ensure that an attachment is inserted as a secure link automatically when being sent from another Brainloop Secure Connector application, like Microsoft Excel, for example. If you do not want to use this function, deactivate it. Page 33 of 62
3. Convert e-mail attachments into links On attachment add: This option is activated by default to ensure that a user can define their preferred attachment stripping options in the Add Attachments dialog window when adding an attachment to an e-mail via Copy and Paste. If you do not want to use this function, deactivate it. 3.3.2 Adjust the Auto-Upload and Link Insertion Setting In the Change Settings dialog window, verify and if necessary adjust the following auto-upload and link insertion setting to your needs. 1. Auto-upload documents and insert links: This option is deactivated by default to ensure that a user can define their preferred Dataroom folder in the Add Attachments dialog window each time they add a local document to an e-mail. Activate this option, if you want to upload each document added to an e-mail to the last-used Dataroom folder and to insert a document link in the e-mail at the cursor position automatically. Page 34 of 62
3.4 Adjust the Server Settings for the Brainloop Secure Connector for Microsoft Outlook To add further Dataroom servers, change or remove existing ones, and to set certain proxy server options for the Secure Connector, proceed as follows. 1. Open Microsoft Outlook. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. 4. The Change Settings dialog window is displayed. 5. Click. 6. Proceed to the next sections to adjust the server settings to your needs. Page 35 of 62
3.4.1 Add Dataroom Servers In the Change Settings dialog window, add further Dataroom servers to be available in the Brainloop Secure Connector for Microsoft Windows. 1. In the Servers section, click Add. 2. The Configure Server dialog window is displayed. Page 36 of 62
3. To add a Dataroom server, proceed as described in section Configure Dataroom Servers, page 22. 4. Click OK to save your settings. 5. Once the connection to the given Dataroom server has been established a corresponding message is displayed. Confirm this message by clicking OK. 6. Click OK to close the Change Settings dialog window. Page 37 of 62
3.4.2 Change Dataroom Servers In the Change Settings dialog window, change the existing Dataroom servers to be available in the Brainloop Secure Connector for Microsoft Windows. 1. Select a server from the Servers list. 2. Click Change. 3. Make your changes in the Configure Servers dialog window as described in section Configure Dataroom Servers, page 22. 4. Click OK to save your settings. 5. Click OK to close the Change Settings dialog window. Page 38 of 62
3.4.3 Remove Dataroom Servers In the Change Settings dialog window, remove those Dataroom servers that are no longer needed in the Brainloop Secure Connector for Microsoft Windows. 1. Select a server from the Servers list. 2. Click Remove. 3. The selected server is removed from the list of configured servers immediately. 4. Click OK to close the Change Settings dialog window. Page 39 of 62
3.4.4 Adjust the Proxy Server Settings In the Change Settings dialog window, verify and, if necessary, adjust the default proxy server settings to your needs. 1. No proxy server: Activate this option, if you do not want to access the Dataroom server via a proxy server. 2. Use system proxy settings: Activate this option, if you want to access the Dataroom server via a proxy server as configured in your local Internet Explorer. Depending on the configuration, you may be prompted for a username and password to connect with the proxy server. 3. Use manual proxy settings: Activate this option, if you want to define a different proxy server than the one that is already configured in your system. To do so, enter the address and port of the proxy server in the corresponding fields. Proxy authentication required? Activate this option, if an authentication is required to connect with the proxy server and enter the corresponding username and password. Page 40 of 62
3.5 Adjust the Sync Settings for Collaboration Items for the Brainloop Secure Connector for Microsoft Outlook To customize the default sync settings for Dataroom collaboration items, i.e. Dataroom calendar events and tasks to your needs, proceed as follows. 1. Open Microsoft Outlook. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. 4. The Change Settings dialog window is displayed. 5. Click. 6. Proceed to the next sections to adjust the sync settings for Dataroom collaboration items to your needs. Page 41 of 62
3.5.1 Adjust the Sync Settings for Dataroom Collaboration Items In the Change Settings dialog window, verify and if necessary adjust the following sync settings for collaboration items to your needs. 1. Sync every n minutes: The default time period after which calendar events and tasks are retrieved from a Dataroom server and synced with Microsoft Outlook is set to 20 minutes. If you want to change this time period overwrite the default value with your own, or use the Arrow Up or Down buttons. 2. Sync period (n days): The default time period within which calendar events and tasks are retrieved from a Dataroom is set to 30 days. If you want to change this time period overwrite the default value with your own, or use the Arrow Up or Down buttons. Once the specified period has expired, collaboration items from the Dataroom server are no longer synced with Microsoft Outlook. Page 42 of 62
3. Only sync Datarooms that I have visited Dataroom: This option is activated by default to ensure that only collaboration items of Datarooms that you have visited are synced with Microsoft Outlook. If you do not want to use this function by default, deactivate it. 3.5.2 Adjust the Sync Settings for Dataroom Calendar Events In the Change Settings dialog window, verify and if necessary adjust the following sync settings for Dataroom calendar events to your needs. 1. Display all Dataroom events in Outlook: Activate this option to ensure that events from the Dataroom calendar are synced with the Microsoft Outlook calendar. If you do not want to use this function leave it deactivated. Page 43 of 62
2. Only display my events: Activate this option to ensure that only your Dataroom calendar events are synced with Microsoft Outlook. If you do not want to use this function, deactivate it. 3.5.3 Adjust the Sync Settings for Dataroom Tasks In the Change Settings dialog window, verify and if necessary adjust the following sync settings for Dataroom tasks to your needs. 1. Display all Dataroom tasks in Outlook: Activate this option to ensure that tasks from the Dataroom are synced with the Microsoft Outlook tasks. If you do not want to use this function, leave it deactivated. Page 44 of 62
2. Only display my tasks: Activate this option to ensure that only your Dataroom tasks are synced with Microsoft Outlook. If you do not want to use this function, deactivate it. Page 45 of 62
3.6 Check for Updates 3.6.1 Automatic Update of the Brainloop Secure Connector for Microsoft Outlook The Brainloop Secure Connector for Microsoft Office is configured such that it automatically checks for updates every seven days by default. Please note that an update of the Brainloop Secure Connector for Microsoft Office requires local administrator rights on the respective client computer. If a user has no administrator rights on their client computer, make sure you deactivate the Automatically check for updates every n days option. 3.6.1.1 Adjust the Automatic Update Settings 1. Open Microsoft Outlook. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. 4. The Change Settings dialog window is displayed. 5. Click. Page 46 of 62
6. In the Change Settings dialog window, verify and if necessary adjust the Automatically check for updates every n days option to your needs. a. This option is activated by default. The default time period after which the Secure Connector automatically checks for an update is set to 7 days. If you want to change this time period overwrite the default value with your own, or use the Arrow Up or Down buttons. b. If you do not want to use this auto-update function or if a user has no administrator right on their client computer deactivate it. 7. Click OK to close this dialog window. Page 47 of 62
3.6.2 Manual Update of the Brainloop Secure Connector for Microsoft Outlook Please note that an update of the Brainloop Secure Connector for Microsoft Office requires local administrator rights on the respective client computer. 1. Open Microsoft Outlook. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. 4. The Change Settings dialog window is displayed. 5. Click. 6. Click the Check for Updates Now button. Page 48 of 62
7. If updates are available, the Software Update window is displayed. a. The Change Log browser contains the changes that were made to the last versions of the Brainloop Secure Connector. Please note that this information is currently available in English only. b. To update to the latest version, click Update and follow the instructions in the update wizard. c. To skip the latest version, click Skip this version. 8. If no updates are available, confirm the displayed message by clicking OK. Page 49 of 62
4 Configure the Brainloop Secure Connector for Microsoft Excel, Word, or PowerPoint The Brainloop Secure Connectors for Microsoft Excel, Word, and PowerPoint are installed with certain default settings, like download behavior for documents. These default settings can be adjusted by the system administrator and the user at any time. Read the following sections for details on how to customize these settings. 4.1 Configure Dataroom Servers If you have already configured your Dataroom servers in the Secure Connector for Microsoft Outlook, these servers are also available in the other Microsoft Office applications installed on your computer. If you have not configured any Dataroom servers at all, proceed as follows: 1. Open Microsoft Excel, Word, or PowerPoint. 2. In the Home tab, click the Dataroom button and select Settings. 3. The Change Settings dialog window is displayed. 4. Click. 5. Proceed as described in chapter 3.1 Configure Dataroom Servers, page 22. Page 50 of 62
4.2 Adjust the General Settings for the Brainloop Secure Connector for Microsoft Excel, Word, or PowerPoint To customize the default download behavior settings for Microsoft Excel, Word, or PowerPoint documents to your needs, proceed as follows. 1. Open Microsoft Excel, Word, or PowerPoint. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. 4. The Change Settings dialog window is displayed with the General pane open by default. 5. Proceed to the next section to adjust the settings to your needs. Page 51 of 62
4.2.1 Adjust the Download Options for Excel, Word, or PowerPoint Documents In the Change Settings dialog window, verify and if necessary adjust the following download options for Excel, Word, or PowerPoint documents to your needs. 1. Save file in temp folder (delete file on close): This option is activated by default. With this option, each downloaded Microsoft Office document is saved to the system s Temp directory (C:\Users\PC\AppData\Local\Temp). When the document is closed it is removed from the Temp directory. 2. Ask me where to save each file before downloading: Activate this option if a user should be asked to specify a download location each time they download a Microsoft Office document from a Dataroom. 3. Save file to: Activate this option and click Browse to define the file path to which each downloaded Microsoft Office document is saved to. 4. Embed Dataroom information in documents: This option is activated by default. With this option, information from the Brainloop Dataroom is embedded in the document s properties. Page 52 of 62
4.3 Check for Updates 4.3.1 Automatic Update of the Brainloop Secure Connector for Microsoft Excel, Word, or PowerPoint The Brainloop Secure Connector for Microsoft Excel, Word, or PowerPoint is configured such that it automatically checks for updates every seven days by default. Please note that an update of the Brainloop Secure Connector for Microsoft Excel, Word, and PowerPoint requires local administrator rights on the respective client computer. If a user has no administrator rights on their client computer, make sure you deactivate the Automatically check for updates every n days option. 4.3.1.1 Adjust the Automatic Update Settings 1. Open Microsoft Excel, Word, or PowerPoint. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. 4. The Change Settings dialog window is displayed. 5. Click. Page 53 of 62
6. In the Change Settings dialog window, verify and if necessary adjust the Automatically check for updates every n days option to your needs. a. This option is activated by default. The default time period after which the Secure Connector automatically checks for an update is set to 7 days. If you want to change this time period overwrite the default value with your own, or use the Arrow Up or Down buttons. b. If you do not want to use this auto-update function or if a user has no administrator right on their client computer deactivate it. 7. Click OK to close this dialog window. Page 54 of 62
4.3.2 Manual Update of the Brainloop Secure Connector for Microsoft Excel, Word, or PowerPoint Please note that an update of the Brainloop Secure Connector for Microsoft Excel, Word, or PowerPoint requires local administrator rights on the respective client computer. 1. Open Microsoft Excel, Word, or PowerPoint. 2. Open the Home tab. 3. Click the Dataroom button and select Settings. 4. The Change Settings dialog window is displayed. 5. Click. 6. Click the Check for Updates Now button. Page 55 of 62
7. If updates are available, the Software Update window is displayed. a. The Change Log browser contains the changes that were made to the last versions of the Brainloop Secure Connector. Please note that this information is currently available in English only. b. To update to the latest version, click Update and follow the instructions in the update wizard. c. To skip the latest version, click Skip this version. 8. If no updates are available, confirm the displayed message by clicking OK. Page 56 of 62
5 Frequently Asked Questions 5.1 What is the difference between the "Brainloop Secure Connector for Microsoft Office.exe" and the "Brainloop Secure Connector for Microsoft Office.msi"? The executable file (*.exe) is an installation package that contains all required software components (see 4.2) and the installer of the Brainloop Secure Connector itself. The MSI installer file (*.msi) only contains the installer of the Brainloop Secure Connector. 5.2 What is contained in the Brainloop Secure Connector for Microsoft Office installation package? The installation package (*.exe) contains the following software components: Brainloop Secure Connector for Microsoft Office Microsoft.Net 4.5 Framework Microsoft Visual Studio Tools for Office 2010 (x86) for 32-bit systems Microsoft Visual Studio Tools for Office 2010 (x64) for 64-bit systems Page 57 of 62
5.3 What do I do if the installation has failed for some reason? If for some reason the installation of the Brainloop Secure Connector has failed, you can help us in troubleshooting the issue by providing us with the corresponding installation log files. These installation logs are stored in the user s Temp directory. Access to this directory can be done quickly using the %temp% environmental variable. The following log files should be available: The log from the bootstrapper, i.e. the application which manages the installation chain: Brainloop_Secure_Connector_for_Microsoft_Office_YYYYMMDDhhmmss.log The log (if any) from the Microsoft Visual Studio Tools for Office installation: Brainloop_Secure_Connector_for_Microsoft_Office_YYYYMMDDhhmmss_vstor40_x86.exe. log The log from the Brainloop Secure Connector installation: Brainloop_Secure_Connector_for_Microsoft_Office_YYYYMMDDhhmmss_BrainloopOffice Suite_Package.log 5.4 What can I do if the Brainloop Secure Connector for Microsoft Office is deactivated accidentally or does not show up after the installation? Under certain rare circumstances, the Brainloop Secure Connector for Microsoft Office may become deactivated or disappear and remain so even after restarting Microsoft Outlook. If this occurs, please proceed as follows in Microsoft Outlook 2010: 1. Open the File tab and select Options. 2. Click Add-Ins to open the View and manage Microsoft Add-Ins window. 3. Open the Manage drop-down list and select COM Add-ins. 4. Click Go. Page 58 of 62
5. In the COM Add-ins window, make sure that the Brainloop Secure Connector for Microsoft Office is activated. 6. If the add-in is deactivated, activate it with your mouse. 7. Click OK to save your changes. If the add-in is still not available, double-check that it is not disabled. Proceed as follows: 1. In Microsoft Outlook, open the File tab and select Options. 2. Click Add-Ins to open the View and manage Microsoft Add-Ins window: Page 59 of 62
3. Open the Manage drop-down list and select Disabled Items. 4. Click Go. 5. If the Brainloop Secure Connector for Microsoft Office is listed in this window, select the item and click Enable. 6. Finally, activate the add-in by checking the checkbox as described above. 5.5 AVG Virus Protection prevents Installation and reports an "Identity Protection" Problem. How can I still install? According to AVG the bundle installer is identified as a problem as it hits their "installs other programs" behavior check. Please see the following page for more information: http://www.avgsecurity.co.za/faq/technical-faq/avg-90/computer-protection/identity-protection To work around this problem, a manual installation of the prerequisites can be performed. Please contact Brainloop Support to assist you in this matter. Page 60 of 62
6 Appendix: Document revision history Version Date of change Revision 1.0 31 January 2014 1.1 07 March 2014 1.2 09 September 2014 First release for the Brainloop Secure Connector for Microsoft Office Version 4.3 including Brainloop Secure Connector for Microsoft PowerPoint Added two additional tips to chapter 5.4 What can I do if the Brainloop Secure Connector for Microsoft Office is deactivated accidentally or does not show up after the installation? on page 58. Added Online Support form to chapter 5.6 Support. Chapter 2.4.3 Silent Installation, scenario 3 on page 21: The servername for the default server must be put in quotes: DefaultServer="https://my.brainloop.net" 1.3 02 October 2014 1.4 25 March 2015 1.5 13 July 2015 Chapter 2.4.3 Silent Installation, scenario 3 on page 21: - The parameters DefaultServer and DefaultServerMode must not be preceded by a slash - Added note: There has to be a blank space between the quotation marks. Chapter 2.3.1 Check the Prerequisites : Updated the supported operating systems and versions, Microsoft Office versions, and the Microsoft.Net Framework version Chapter 5.2 What is contained in the Brainloop Secure Connector for Microsoft Office installation package? : Updated the version of Microsoft.Net Framework Update to version 4.4 Chapter 2.3.1 Check the Prerequisites : Updated the supported operating systems and versions Chapter 2.4.3.3 Optional parameters (for Silent Installation): Two new parameters are available: ALWAYSSHOWINSERTLINKPANE and USEPROXY Removed the note: If the add-in is still not available, you can add the registry needed by the add-in manually. Please contact Brainloop Support to order the required registry file (*.reg). because this file is no longer provided by Brainloop. Page 61 of 62
Version Date of change Revision 1.6 19 August 2015 1.7 12 October 2015 Chapter 2.3.1 Check the Prerequisites, added the compatibility with SAML protocol 2.0 Chapter 2.3.1 Check the Prerequisites, added an important note regarding the compatibility with Microsoft Office 2007, page 7 Chapter 2.4.3 Silent Installation, added an important note regarding the compatibility with Microsoft Office 2007, page 17 Chapter 3.4.4 Adjust the Proxy Server Settings, added new options, page 40 Page 62 of 62