MUTUAL OF OMAHA SECURE EMAIL SYSTEM CLIENT/PARTNER USER GUIDE

MUTUAL OF OMAHA SECURE EMAIL SYSTEM CLIENT/PARTNER USER GUIDE Mutual of Omaha Secure Email Client/Partner User Guide April 2015

TABLE OF CONTENTS INTRODUCTION 3 About this Guide 3 CREATING A MUTUAL OF OMAHA SECURE EMAIL ACCOUNT 4 Initial Email from Mutual of Omaha Secure Email 4 Choosing a Password and Security Question 6 Account Creation Email Message 7 Accessing the Original Secure Email Message 8 READING SECURE EMAIL MESSAGES 9 Opening Secure Email Messages 9 Secure Email Sign in Screen 10 Viewing or Downloading File Attachments 11 Saving Information from Secure Email Messages 11 Replying to Secure Email Messages 12 Deleting Secure Email Messages 13 Forgot Password 14 PASSWORD 17 Change Password 17 Change Security Question/Answer 19 LOGGING OUT OF THE SECURE EMAIL ACCOUNT 20 HELP 20 Frequently Asked Questions 21 Mutual of Omaha Secure Email Client/Partner User Guide Page 2 of 21

INTRODUCTION During the course of business Mutual of Omaha associates transmit regulated and sensitive information about customers and perspective customers. In order to protect customer information and the Mutual of Omaha brand this information needs to be handled correctly. Mutual of Omaha s Secure Email system provides a way to securely exchange regulated and sensitive information via email with our customers, perspective customers, business partners and external producers. ABOUT THIS GUIDE This guide describes how to create a Mutual of Omaha secure email account. The guide also describes how to use the system to receive and respond to a Mutual of Omaha secure email message. It also describes how to reset and change a password. Mutual of Omaha Secure Email Client/Partner User Guide Page 3 of 21

CREATING A MUTUAL OF OMAHA SECURE EMAIL ACCOUNT Account creation/setup is required to access an encrypted email from the Mutual of Omaha secure email system. Account creation/setup is only required for initial use. Successful login will allow the recipient to view secure email sent from a Mutual of Omaha associate and to reply to the message. The Security Question will allow password reset in the event of a forgotten password. Initial Email from Mutual of Omaha Secure Email Note: It is recommended the initial account set up is not performed on a smart phone. The secure email notification will arrive in the recipients Inbox. The email will include a link to open and view the secure email. An example is shown in Figure 1. Mutual of Omaha Secure Email Client/Partner User Guide Page 4 of 21

Figure 1: Mutual of Omaha Secure Email Message 1. Select Click here to view secure email to initiate the account creation process. Mutual of Omaha Secure Email Client/Partner User Guide Page 5 of 21

Choosing a Password and Security Question Figure 2: Mutual of Omaha Secure Email Account Creation Screen 1. Recipients email address will be pre populated. 2. Select a password and enter it in the New password field. Note: Password needs to be between 6 and 18 alphanumeric characters, mixedcase letters and at least 1 number. A password strength tool measures the complexity of the password to indicate if the password is weak, fair, strong or secure. 3. Verify password in the Confirm new password field. 4. Choose a Security Question: from the drop down list. Mutual of Omaha Secure Email Client/Partner User Guide Page 6 of 21

5. Enter the Answer to the Security Question: Note: the Answer to the Security Question: is case sensitive. The Security Question is used in the event of a forgotten password. 6. Click on Create Account to submit account creation information. Account Creation Email Message After successfully submitting account creation information, the following screen is displayed. NOTE: Do not close the screen until the confirmation email has been received. Figure 3: Account Creation Email Message 1. Check the recipient Inbox for an email from secure.email@mutualofomaha.com with the subject of Confirm Account Creation Secure Messaging Portal. Note: If a message is not received within a few minutes, check to see if the confirmation email is caught in a junk email or SPAM filter. If the confirmation is not delivered and is not in junk email or SPAM filter select the Resend Account Confirmation. If the confirmation message is still not received, please contact the sender for assistance. Mutual of Omaha Secure Email Client/Partner User Guide Page 7 of 21

2. Open the Confirm Account Creation Secure Messaging Portal email. Follow the instructions to confirm the account is created. Figure 4: Confirm Account Creation email Accessing the Original Secure Email Message 1. Click on the link in the email to display the Logon Screen. Figure 5: Secure Email Logon Screen 2. Enter the account password and select Log On. 3. Subsequent secure email will be directed to the log on screen. 4. The account creation process is complete. Mutual of Omaha Secure Email Client/Partner User Guide Page 8 of 21

READING SECURE EMAIL MESSAGES This section of the User Guide describes opening, displaying, saving, and replying to secure email messages and file attachments that have a valid log in account. Opening Secure Email Messages A secure email message sent from Mutual of Omaha arrives in the recipient email system Inbox. The message will include the sender, recipient, subject and number of attachments (if any), along with a link to view the secure email. An example of the message is below. Figure 6: Mutual of Omaha Secure Email Message 1. Open the email by selecting the Click here to view secure email. Mutual of Omaha Secure Email Client/Partner User Guide Page 9 of 21

Secure Email Sign in Screen By selecting the Click here to view secure email the log on screen will be displayed. See example below. Figure 7: Log On Screen 1. Enter the password and click the Log On button. 2. When a password is entered correctly, the message is displayed. Note: If you forget your password, select Forgot my password link. Go to the Password section for details. Figure 8: Secure Email Message Mutual of Omaha Secure Email Client/Partner User Guide Page 10 of 21

Viewing or Downloading File Attachments You might receive an email with an attached file. 1. If a file is attached to the secure email, the file name will be displayed under the Date. Figure 9: Attached file 2. Select the link next to Attachment:. 3. The attachment will be available to open or save. NOTE: Viewing and/or saving the attachment will depend on the browser you are using. Follow the normal process when viewing or saving files from the Internet. Saving Information from Secure Email Messages Secure emails are available to be viewed for 120 days. If an email needs to be retained past the 120 days, save the information from the email to your computer, following your company s policies and/or procedures on saving the information. 1. Select the information in the body of the email. Figure 10: Selected body of Secure Email 2. Copy and then Paste to the applicable application. 3. Save the file. Mutual of Omaha Secure Email Client/Partner User Guide Page 11 of 21

Replying to Secure Email Messages The recipient has the ability to reply to the sender or reply to all. The system does not allow for replies to be sent to addresses not included in the original message. 1. To Reply to only the sender, click the single arrow. To Reply to All click the double arrow. Figure 11: Replying to message 2. After the appropriate arrow has been selected, the reply window will be displayed. Figure 12: Response window 3. Type the message in the body of the response email. 4. Click on Attach file to add an attachment to the response. Mutual of Omaha Secure Email Client/Partner User Guide Page 12 of 21

Deleting Secure Email Messages You are able to delete secure emails from your mailbox if you do not need to retain them for the 120 days. 1. To Delete the message, if you are in the message, select the Trash icon at the top of the message. Figure 16: Trash icon 2. If you are wanting to delete multiple emails, select Inbox. 3. Select the emails you want to delete by placing a check mark in the box left of the sender. 4. Once you place a check in one or more of the emails the Trash icon will appear at the top of the page next to Select All. Figure 17: Trash Icon after multiple emails are marked for deletion. 5. Select the Trash icon. Email will be removed from Inbox and placed in Trash folder. Mutual of Omaha Secure Email Client/Partner User Guide Page 13 of 21

Forgot Password 1. Select the Forgot my password link on the log on screen. Figure 18: Forgot my password link 2. The Forgot Password page will be displayed. Figure 19: Forgot Password page 3. The recipient s email address will be pre populated as well as the Security Question that was selected at time of account creation. 4. Enter the answer to the Security Question (case sensitive). 5. Select Send Password Reset. Mutual of Omaha Secure Email Client/Partner User Guide Page 14 of 21

6. The following message will be displayed at the top of the Forgot Password page. Figure 20: Password reset link notice 7. The recipient will receive the Secure Message Deliver: Reset Password confirmation for the mailbox associated with the account. Figure 21: Reset Password link email 8. Click on the link to display the Password Reset page. Mutual of Omaha Secure Email Client/Partner User Guide Page 15 of 21

Figure 22: Reset Password page 9. Type in the new password following the password requirements and confirm the new password. Note: Password needs to be between 6 and 18 alphanumeric characters, mixed case letters and at least 1 number. A password strength tool measures the complexity of the password to indicate if the password is weak, fair, strong or secure. 10. Select Reset Password. 11. After selecting Reset Password, the Log on screen will be displayed. Verify the email address and enter the newly created password. Select Log On. Mutual of Omaha Secure Email Client/Partner User Guide Page 16 of 21

PASSWORD The system has the ability to recover or change a password after an account is created at anytime. Change Password You will be able to change your password after your account has been established. 1. To change the password, log on to Mutual of Omaha s secure email system. 2. Select Account Settings in the left window pane. Figure 23: Account Settings 3. The Account Settings page will be displayed. Mutual of Omaha Secure Email Client/Partner User Guide Page 17 of 21

Figure 23: Account Settings page 4. In the Change Password: section, enter the current password in the Old Password field. 5. In the New Password field, enter the new password. 6. In the Confirm new password, reenter in the new password. 7. Select Save at the top of the page. Mutual of Omaha Secure Email Client/Partner User Guide Page 18 of 21

Change Security Question/Answer You have the ability to change your Security Question and/or Answer after your account has been created. 1. You will need to logon to the Secure Email System. 2. Select Account Settings. 3. The Account Settings page will be displayed. 4. In the Change Password Security Question: select the down arrow by the current security question displayed. Figure 24: Select new Security Question 5. Select the new security question. 6. Type in the answer to the selected security question (remember it is case sensitive). Figure 25: Answer to Security Question 7. Select Save. Mutual of Omaha Secure Email Client/Partner User Guide Page 19 of 21

LOGGING OUT OF THE SECURE EMAIL ACCOUNT In order to log out of Mutual of Omaha s secure email, select the Log Off button in the top right hand corner of the page. Figure 26: Log Off button HELP If there are questions or problems with using Mutual of Omaha s secure email system, please contact the email sender. In some cases, the sender will need to open a ticket with Mutual of Omaha s Assistance Center in order to resolve your issue. Please make sure to include detailed information about the problem. A screen shot of the error message is helpful. Mutual of Omaha Secure Email Client/Partner User Guide Page 20 of 21

Frequently Asked Questions Q. What do I need to do if I can t remember my password? A. Use the Forgot my password option on the Log On screen. Q. I forgot my password and the answer to my Security Question, what should I do? A. Contact the sender. They will need to work with Mutual of Omaha s secure email administrators to reset the password. Q. I am on my mobile device and trying to setup my account for the first time and it is not working, what should I do? A. Due to the many different configurations of mobile devices, it is recommended to not perform the initial account setup on a mobile device. Q. I am on my mobile device and not able to view the secure email. A. If you are on your mobile device and not able to navigate through the Secure Email system, it is recommended that you view the secure email on your desktop. Q. I have Cox email and I am receiving the message Unable to display message. Please try again later. If the problem persists, ask the sender to resend this message. A. You will need to switch and view the email with the Enhanced web mail option. Q. I am having problems viewing the secure email. A. If you are having problems viewing the secure email, you should check with your IT Help desk to ensure that your Company is not blocking the website from being displayed. If your company is not blocking the page, you will need to contact the sender of the email. The sender will need to work with the Secure Email Administrators to resolve your issue. Q. I am having problems viewing the secure email, what information do you need to resolve the issue? A. You will need to provide as much detail as possible to the sender of the email. A screenshot of the error message (if displayed) is very helpful, the web browser type you are using and a thorough description of the problem you are receiving to the sender so that your issue can be resolved in a timely manner. Q. What browser does the secure email system support? A. All supported browsers (Chrome, IE, Firefox, Safari). Mutual of Omaha Secure Email Client/Partner User Guide Page 21 of 21