Vanguard Secure E-Mail Service (VSES) User Guide Information Security Department January 8, 2013 Contents Guide for Users of Secure E-Mail From Vanguard 1 View Secure E-Mail 1 New Registration 3 Compose a Secure Reply 6 Initiate a Secure E-Mail to Vanguard 9 Forgot My Password Reset 11 Password Lockout 13 Session Timeout 14 Logged Out Message 14 Return Receipt Message 14 Frequently Asked Questions 15
Guide for Users of Secure E-Mail From Vanguard Vanguard uses a third-party software package to send secure e-mails to contacts outside the company. Read this guide to learn how to register for, view, and reply to secure e-mails from Vanguard. View Secure E-Mail A secure e-mail is received in your inbox that includes the text [Vanguard Secure Email] in the subject line. When you open the secure e-mail, you should see the image shown at the right. Click on the Click here link. Open the attachment (SecureMessageAtt.html) to view the secure e-mail. 1
Note: If you have not previously registered for the service, you will be prompted to register. See the next section (New Registration). If you are already registered, you will be prompted to click to read your message. You will then be prompted to enter your password. Once you have done so, click Continue in the lower right corner. 2
If you are already registered for the service, the e-mail should now be displayed. New Registration When logging into the secure e-mail service for the first time, you must register to use it. Registration requires the following: E-mail address (prepopulated). First name. Last name. Password. Password confirmation. Password reset question. Password reset answer. Enter your first name and last name in the boxes provided. 3
Enter a password and retype it in the box marked Confirm Password. Note: Your password must be at least eight characters long and include at least one number. Select a password reset question from the dropdown list. Enter your answer to the password reset question. Click Continue in the lower right corner. 4
Once you are registered, you will be prompted to log in to view the secure message. Your e-mail address is prepopulated. Enter your password. Click Continue in the lower right corner. Once your information is authenticated, you will be able to view the secure message. 5
Compose a Secure Reply Secure e-mails can be replied to or forwarded, but only within the vanguard.com domain and the recipient s e-mail domain. To reply to a secure e-mail or send it to others, you can use Reply, Reply All, or Forward. The Reply button allows you to respond just to the person who sent you the secure e-mail. The Reply All button allows you to send an e-mail back to all the people to whom the original secure e-mail was distributed. The Forward button allows you to forward the secure e-mail to someone in the vanguard.com domain or your own e-mail domain who was not listed in the To: or Cc: lines of the e-mail. For example, let s say you receive an e-mail from William in which he included Jim and Nancy in the To: line. Use Reply to send an e-mail response just to William. Use Reply All to send an e-mail response to William with copies to Jim and Nancy. Use Forward to send William s e-mail to Amy. 6
Write your e-mail text in the space provided. Note: When you respond to a secure e-mail, the Send me a copy box is not checked by default. If you check this box, a copy of your secure response will be sent to your inbox. It will be sent using your own e-mail address, so if your company blocks e-mail from internal addresses coming from outside, you will not receive the copy of your e-mail. Use Attach a file to attach a document or documents within your response e-mail. Use Add to attach the document or documents. The attachment cannot be more than 13 MB in size. If you try to attach a document or documents larger than 13 MB, you will receive the message shown at the right, and the document or documents will not attach. 7
Click Send to send your e-mail. Note: If you click Cancel, you will be asked to confirm that you want to delete your newly composed e-mail, and then you will be returned to the secure e-mail you received. When you send your e-mail, you will receive a pop-up Message Sent confirmation. Click New Message, Return to Message, or Logout. Note: If you click New Message, you will sent to a new e-mail screen. If you click Return to Message, you will be returned to the e-mail you sent. If you click Logout, you will receive a Logged Out message. 8
Initiate a Secure E-Mail to Vanguard You can initiate a secure e-mail to Vanguard by going to our secure e-mail web address and following these steps. Enter https://secureemail.vanguard.com/encrypt in your browser. The web page shown at the right will appear. Enter your e-mail address. If you are already registered with our secure e-mail service, you will be prompted for your password. 9
If you have not previously used the service from the e-mail address you entered, you will first need to register for it. (See New Registration on page 3.) If this is the first time your e-mail address has been used with the service, then once you have completed your registration, you will receive a verification e-mail at that address. The verification e-mail will contain a link to Vanguard s secure e-mail server. If you follow the link in the verification e-mail, you will see a confirmation message. 10
Click Continue in the lower right corner to advance to the secure e-mail composition form. Use the screen shown at the right to create and send your secure e-mail. When finished, click Send. Forgot My Password Reset Click the Forgot Password button to reset your password. 11
When your password reset question appears, enter your answer. Click Continue in the lower right corner. Note: If you click Cancel, you will be returned to the Login screen. Enter a new password in the New password box and retype it in the Confirm password box. 12
Note: Your password must be at least eight characters long and include at least one number. Click Continue in the lower right corner. Password Lockout If you make three invalid login attempts, your account will be disabled for 5 minutes. If you do not remember your password or your reset question and answer, you will require assistance from the Vanguard secure e-mail administrator. You can contact an administrator at 800-395-4130 weekdays between 8 a.m. and 5 p.m. Eastern time or e-mail Information_Security@vanguard.com. 13
Session Timeout If the service remains idle for 15 minutes, you will need to reenter your user information on the Login screen. Logged Out Message When you have logged out of the secure e-mail service, you will see a Logged Out message. Return Receipt Message When you send a secure e-mail and it is decrypted the first time, a return receipt will be sent to you from Information_Security@vanguard.com. 14
Frequently Asked Questions See the answers below to these questions you may have about the Vanguard Secure E-Mail Service (VSES). Why am I not receiving Vanguard secure e-mail messages? I forgot my VSES password. What if I can t remember the answer to my secret question? Can I receive Vanguard secure e-mail messages at all my e-mail addresses? Do I have to enter the user name and password each time I open an attachment? I cannot access Vanguard s secure e-mail server. What should I do? Does Vanguard outsource its secure e-mail service? Will I need to install software on my PC to read secure e-mails? What browsers support reading Vanguard secure e-mails? What e-mail systems can receive secure e-mails? When I use Microsoft Outlook, why can t I read secure e-mails from Vanguard? What should I do if I get a zip file with folders and an.xml document when I open VSES attachments with Microsoft Office 2007/2010? Why am I not receiving copies of my responses to my secure e-mails? After an e-mail has been decrypted, can the attachment be saved? What if the secure e-mail is sent to a group or mail-in database? Can I read my Vanguard secure e-mails on a mobile device? My e-mail system will not allow me to open the secure attachment. What can I do? Can I forward a secure e-mail I receive from Vanguard? 15
Why am I not receiving Vanguard secure e-mail messages? Check your spam folder to make sure the e-mails are not being stopped as spam. The original e-mail comes from the sender s vanguard.com address. If the messages are not in your spam folder, contact your e-mail administrator to check whether encrypted attachments are being stopped by your e-mail server. I forgot my VSES password. What if I can t remember the answer to my secret question? There are two methods to reset your password. The first is to select an encrypted e-mail, and on the Login screen, click the Forgot Password button. You will be prompted to answer a security question. If you successfully answer it, you will be prompted to enter a new password. If you do not successfully answer it, call Vanguard s Information Security group at 800-395-4130 or e-mail Information_Security@vanguard.com and we will delete your account so you can reregister. Can I receive Vanguard secure e-mail messages at all my e-mail addresses? Yes, but each e-mail address must be registered separately with the Vanguard Secure E-Mail Service. Do I have to enter the username and password each time I open an attachment? No, unless more than 15 minutes has lapsed since you last logged in to read a secure e-mail. I cannot access Vanguard s secure e-mail server. What should I do? Contact your technical support group to get an exception for the server s address: secureemail.vanguard.com. Does Vanguard outsource its secure e-mail service? No, Vanguard uses an in-house software product that allows crew and contractors to send secure e-mail to external contacts. Although it is third-party software, all encrypted e-mails are processed on Vanguard s e-mail servers. The messages are encrypted and sent to the recipient, then decrypted once the recipient s user information is authenticated and the recipient opens the secure attachment. Will I need to install software on my PC to read secure e-mails? No. You need only internet access and JavaScript to view them. What browsers support reading Vanguard secure e-mails? The vendor regularly tests the latest versions of Internet Explorer, Chrome, Safari, and Firefox to ensure functionality. The current version of most browsers should work with this system. What e-mail systems can receive secure e-mails? Most e-mail systems should be able to open secure e-mails. Some problems have been identified with Exchange Servers and Microsoft Outlook (see the specific issues noted below). The only known Webmail problems occur when recipients open e-mail in the juno.com domain. When I use Microsoft Outlook, why can t I read secure e-mails from Vanguard? When the temp folder in Outlook grows to more than 99 files, the program will not allow new files to be opened. This affects the opening of the SecureMessageAtt.html file from Vanguard. To fix this issue, you must delete the old temp files. See this link for file locations pertaining to your version of Outlook: http://support.microsoft.com/kb/817878/en-us. 16
What should I do if I get a zip file with folders and an.xml document when I open VSES attachments with Microsoft Office 2007/2010? Office 2007/2010 uses the.zip and.xml formats to compress files. Instead of opening your attachments from within the Vanguard Secure E-Mail Service, save them to your hard disk and open them from there. You must have Office 2007/2010 or a Microsoft file converter to read newer versions of Office. If you don t, ask the person sending the attachments from Vanguard to save them in an older version of Office. Why am I not receiving copies of my responses to my secure e-mails? When you respond to a secure e-mail, the Send me a copy box is not checked by default. When the box is checked, a copy of your secure response is sent from Vanguard s secure e-mail server to you using your e-mail address as both the sender and the recipient. Some companies do not allow inbound e-mail from the internet that uses the internal e-mail address as the sender. Contact your e-mail administrator if copies of secure e-mails you send are not received. After an e-mail has been decrypted, can the attachment be saved? Yes. After the e-mail has been decrypted and opened, the attachment can be opened using the suitable application (for example, Microsoft Word or Excel). The file can then be saved to a local drive for later use. Please note that the saved file will not be encrypted. What if the secure e-mails are sent to a group or mail-in database? Your company needs to establish a process to handle secure e-mails from Vanguard so that the first person reading the e-mails registers to represent the company. Can I read my Vanguard secure e-mail messages on a mobile device? If you try to read a Vanguard secure message on your mobile device, you must use the URL, not the attachment, to authenticate your user information. After you authenticate your information, you will be able to read the secure message. My e-mail system will not allow me to open the secure attachment. What can I do? We have learned that some clients are using GFI MailSecurity for Exchange and Outlook; its HTML Sanitizer function removes HTML scripting from e-mail attachments. This essentially removes the ability of our secure attachment to run and allow you to log in. To get around this issue, you can use the link in the secure e-mail. If you use the link to read a secure message, you will connect to the server directly and then be asked to authenticate your information. After you do so, you will be able to read the secure message. Can I forward a secure e-mail I receive from Vanguard? You may forward a secure e-mail you received only to someone in Vanguard s domain or your e-mail domain who was not in the To: or Cc: lines of the e-mail. VSESG_032013 17