Email EncryptionEmail Encryption

Cisco IronportCisco Ironport

usingusing

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Press the ‘F5’ Key to Begin.Press the ‘F5’ Key to Begin.

ContentsContents

Sending an encrypted emailSending an encrypted email

Receiving an encrypted emailReceiving an encrypted email

- Registering with CiscoRegistering with Cisco

- Opening the email (after registration)Opening the email (after registration)

Replying to an encrypted emailReplying to an encrypted email

Re-Setting a forgotten passwordRe-Setting a forgotten password

Advanced functionalityAdvanced functionality

Further InformationFurther Information

Sending an Sending an Encrypted EmailEncrypted Email

fromfromStockport NHS Foundation Trust Stockport NHS Foundation Trust

Email System OnlyEmail System Only

OutlookOutlook

Click here to continue

Compose a new message as normal by:Compose a new message as normal by:Clicking “New Mail”Clicking “New Mail”

Click the left mouse button after each step

to continue.

Enter the email details as normal i.e. Enter the email details as normal i.e. recipients email address, subject, recipients email address, subject,

message and add any attachments.message and add any attachments.

To apply the encryption you must click To apply the encryption you must click the ‘Encrypt Message’ button shown the ‘Encrypt Message’ button shown here. The button will be highlighted here. The button will be highlighted

orange when selected.orange when selected.

NB: Do not include any personal data in the subject.NB: Do not include any personal data in the subject.

If the button is not available you can If the button is not available you can manually type the word [Secure] at the beginning of manually type the word [Secure] at the beginning of

the subject.the subject.

Ensure that the word Ensure that the word [Secure][Secure] is in square is in square brackets.brackets.

Variations in format Variations in format will will be accepted including be accepted including [SECURE] [secure] and [Secure]. [SECURE] [secure] and [Secure].

However you must not mix the case of the However you must not mix the case of the characters for example [secUre] with an upper-case characters for example [secUre] with an upper-case

character in the middle would not encrypt the character in the middle would not encrypt the message.message.

Once you have finished composing your Once you have finished composing your message click “Send”message click “Send”

Receiving an Receiving an Encrypted EmailEncrypted Email

This process should be the same for all email This process should be the same for all email clients with the exception of NHS mail which clients with the exception of NHS mail which

requires an additional steprequires an additional step

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Open your email system. You will notice that the encrypted message that you have received says “You have received a secure message…”

as the message summary. This will be the same every time you receive an encrypted message.

Please note the Please note the subject is subject is

visible before visible before the message is the message is un-encrypted.un-encrypted.

Open the email. You will now see some basic instructions on

opening the secure message.

If you are a first time recipient you will need to register with Cisco. You will

only need to do this once.

To register open the attachment by clicking ‘Download’

The ‘File Download’ dialogue box opens.

Click the ‘Open’ button.

Now Click RegisterThe Cisco Secure Registered Envelope will appear, as below.

IF you receive this message click ‘OK’

Complete the registration form by entering your first name, last name,

creating a passcode, security phrase and some security questions.

Now Click the register button.

You should now see this confirmation screen and you will be

sent an email, which you will need to activate your account.

Return to your inbox and open the new email from ‘CRES Do Not

Reply’

Click here to activate the account.

You may wish to keep this message in case

you ever wish to deactivate your

account.

You should now see this final confirmation screen.

Return to your inbox and open the original ‘encrypted’ message.

Open the attachment once again by clicking ‘View’ or ‘Download’

Now enter the password that you have just created.

Now Click ‘Open’

IF you receive this message click ‘OK’

What about an What about an attachment?attachment?

Attachments are simply displayed as a sub-Attachments are simply displayed as a sub-heading of the messageheading of the message

To open an attachment left click the blue text,To open an attachment left click the blue text,

Replying to an Replying to an Encrypted EmailEncrypted Email

This process shows you how to reply to an This process shows you how to reply to an encrypted email with your own encrypted encrypted email with your own encrypted

email.email.

Click here to continue

With the original encrypted email open click ‘Reply’.

Please note: using Please note: using the reply option in the reply option in your email system your email system

will not encrypt your will not encrypt your reply.reply.

Compose your message. You can request to receive a copy of the

email and also a read receipt so that you can confirm the message

reaches it’s destination.

A read receipt A read receipt cannot be cannot be

guaranteed when guaranteed when using ‘Secure using ‘Secure

Reply’.Reply’.

Click here to add attachments.

Now browse your files for any attachments you wish to add.

Once you have selected a file click the ‘add. button.

You can add multiple attachments. Once you have added all

attachments click the ‘Done’ button.

Once you have finished composing you message. Click Send.

You will then see a confirmation screen and you will receive a copy of the message and/or read receipt in your own email inbox if these have

been requested.

This is an example read receipt.

This is what you should expect to receive in a Trust email system i.e. GroupWise if you

receive an encrypted reply. The process to open the message should remain the same.

Re-setting a Re-setting a forgotten passwordforgotten password

Click here to continue

Open the attachment of the an encrypted message by clicking

‘View’ or ‘Download’

Or enter the following web address into internet explorer

https://res.cisco.com/websafe/root

Now click the ‘forgotten password’ link.

Here if re-setting the password via the internet

And here if re-setting the password via an email message

Now enter the email address that the account is registered to and click the

‘continue’ button.

An email will now be sent to this email address.

Return to your inbox and open the message.

NB: Check your SPAM if the message does not

appear.

Click on the link in the email

Now enter a new password in the first box

and confirm the password in the second

box.

Once you have done this click the ‘Continue’

button.

Your password has now been re-set and you should use your new

password to open any future messages.

Advanced Advanced FunctionalityFunctionality

Click here to continue

You can log-in to Cisco on the internet to:You can log-in to Cisco on the internet to:

Edit your personal detailsEdit your personal details

Change your security phrase and/or security questionsChange your security phrase and/or security questions

Change your passwordChange your password

Change your preferences including read-receipt settingsChange your preferences including read-receipt settings

Manage previous messagesManage previous messages

Compose a new messageCompose a new message

To log-in navigate to the Cisco login screen by entering the following web

address into internet explorer https://res.cisco.com/websafe/root

Now enter your registered email address and password

Once you have done this click the ‘Login’ button.

You will automatically see the screen below once logged in.

From here you can compose and send new encrypted email

messages.

By clicking the headings on the left you can complete other tasks.

Click ‘Edit Profile’

From here you can:Edit your personal detailsChange your security phrase

and/or security questionsChange your passwordChange your preferences

including read-receipt settings.

Make any necessary changes and then enter your current password and click ‘Save Profile’ to save the

changes.

Now click ‘Manage Messages’

From here you can see an audit trail of all your secure messages sent

and received.

Further InformationYou can access a log of your messages sent and received by going to https://res.cisco.com and logging in with your user name and password.

Your password will remain the same for all encrypted messages received at your registered email address unless you change your password on-line at

https://res.cisco.com. We advise that passwords should be changed at least every three months.

Service is subject to scheduled downtime from 10am to 11am Pacific Time on the second Saturday of every month.

The originator of a message may disable access to a message by disabling the associated key.

All encryption keys associated with a user are individual and unique

You can change your read receipts setting / option on-line at https://res.cisco.com

You cannot change the email address associated with your account. If you receive Registered Envelopes at multiple email addresses, you need to set up

a separate user account for each address.

Cisco Support: 0808 101 2225 (Mon-Fri 8am-5pm)