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Proofpoint Email Continuity User’s Guide

Introduction

Proofpoint Email Continuity lets you access your email in case of mail server outages – when regular email access is unavailable, it allows you to keep your communication active. Continuity stores the last 30 days or 1 GB of your email and lets you send, receive, reply to, and forward both internal and external email. Instructions to access Proofpoint Email Continuity are provided in this manual.

Your administrator decides whether users have access to Continuity using a web portal or the Microsoft Outlook Plug-in for Email Continuity, or both. This User’s Guide covers both cases – the web portal interface and the plug-in interface.

In summary, you can access Email Continuity by:

Opening a browser and entering the Continuity URL (provided below).

Using the Email Continuity Plug-in for Microsoft Outlook.

Your administrator controls which method to use when he or she configures Email Continuity for your organization.

Contents

Introduction.................................................................................................................................................... 1 Accessing Email Continuity ........................................................................................................................... 1

Create an Email Continuity Account ........................................................................................................ 2 Resetting your password ......................................................................................................................... 3 Log In with Your Credentials .................................................................................................................... 5

Welcome to Proofpoint Continuity! ................................................................................................................ 6 Contacts List ................................................................................................................................................. 7

Contacts ................................................................................................................................................... 8 Auto-complete from Contacts .................................................................................................................. 8 Calendar................................................................................................................................................... 9

Email Continuity Plug-in for Microsoft Outlook............................................................................................ 11 Mobile Web Mail .......................................................................................................................................... 13

Accessing Email Continuity

Follow these steps to enter the Email Continuity portal in a web browser:

1. Enter the following URL into your web browser:

For US-based Organizations: https://continuity.proofpoint.com

For EU-based Organizations: https://continuity-eu.proofpoint.com

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2. You will be presented with a screen that looks similar to the image below. Enter your company email address in the field and click Continue.

Your system administrator will tell you whether you need to register (create an account) with Email Continuity, or simply use your existing network credentials to log in.

If you can log in using your existing credentials, skip to the Log In with Your Credentials section.

Create an Email Continuity Account

If you see the screen below, fill out all the fields, create a secure password, and accept the Terms of Service. Click Register when you are done.

You will receive an email from Proofpoint to confirm your email address. Click Confirm in the email message.

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This will take you to the Proofpoint Email Continuity login page. Enter the password you created during registration to log into Email Continuity.

Resetting your password

These instructions apply only if you created a Proofpoint account for Email Continuity.

To reset your password, click Forgot Password?

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You will be prompted to select whether you would like to reset your password via email or text. Make a selection and click Continue.

If you selected a password reset via email, click Reset Password in the email you received.

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If you selected a password reset via text, click the link that was sent to your phone.

You will be redirected to the password reset page. Create a new password and click Continue to reset your password.

Log In with Your Credentials

If you see a screen similar to the one below, provide the username and password that you typically use to log in to your network (your user account). This should take you directly into the Email Continuity page.

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Welcome to Proofpoint Continuity!

The Email Continuity page looks very similar to the email interface that you already use to manage your email.

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By selecting the Options link at the top right and navigating to Options > Preferences, you can set your web portal preferences such as the time zone and date format.

Contacts List

If your administrator set it up, your Email Continuity Contacts list will be synchronized with your Outlook Contacts folders.

When composing an email message, you can select one or more recipients to populate the To field from the Contacts drop-down list. Email Continuity will also auto-complete a recipient in the To field.

Note: You cannot make changes to your contacts in the Email Continuity Webmail portal. Any changes you make to your Outlook contacts will automatically be synchronized with Email Continuity every 24 hours.

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Contacts

Auto-complete from Contacts

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Contacts are searchable in the Webmail portal under each contact folder and the All Contacts folder, which includes all your personal contacts as well as all other synchronized users within the same organization.

Calendar

The calendar synchronization feature is controlled by your administrator. If synchronization is enabled, the appointments in your Exchange/O365 Calendar folder will be synchronized to your Continuity calendar once every 24 hours.

Your calendar can be accessed by clicking the calendar icon at the top left or the calendar tab on the left navigation bar of the Continuity Webmail portal. You cannot make changes to the calendar from the Email Continuity portal - the calendar and all appointments within it are read-only.

Double-clicking any appointment opens it as a pop-up. If it is a recurring appointment, you have the option of viewing the series or the individual appointment occurrence.

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For any calendar appointment, you can view the event organizer, time, location, description, attachments, meeting invitees, and attendee status.

Appointment tab:

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Attendees tab:

Daily, weekly, and monthly views (shown here) are available:

Since the calendar is read-only in the Email Continuity portal, you cannot send, accept, or decline calendar invitations.

Email Continuity Plug-in for Microsoft Outlook

The Email Continuity plug-in allows you to use Continuity without leaving your Outlook mailbox. Your administrator determines whether or not you can activate or deactivate the plug-in. The plug-in is

distributed as an msi file that either is automatically installed on your system by the administrator, or you

can install it yourself using the Windows installation wizard.

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When the plug-in is installed, you will see a Continuity tab in Outlook, and these icons when you select the Continuity tab:

Offline – means the Continuity service is not available.

Log In – click to provide your credentials to the Email Continuity service.

Switch Account – applies only if you have more than one registered email account. Allows you to switch between email accounts.

If you are not already logged in to the Email Continuity service, you will need to provide your credentials in the login screen when you click Log In.

Once you log in, the Continuity icons in Outlook will look like this:

Online – means you are connected to the Email Continuity service.

Activate – this icon may or may not appear, depending on how your administrator set up Continuity. Activate means “turn on Continuity for me” and Deactivate means “turn off Continuity”.

Log Out – click this icon to log out of the Continuity service.

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When your plug-in is activated and your email is being processed by Continuity due to a disruption in your regular email service, you will see a Working Offline notice on the bottom of your Outlook screen, and the Outlook icon will display a red X, like this:

You can continue to receive, send, forward, and reply to email when Continuity is activated. With Continuity, there is no disruption to your email service when the Exchange servers are temporarily offline.

Mobile Web Mail

Users can access Email Continuity in an optimized web mail interface for iOS (Safari browser) and Android (Android browser) on mobile devices. The web browser URL is the same:

For US-based Organizations: https://continuity.proofpoint.com

For EU-based Organizations: https://continuity-eu.proofpoint.com

The login pages will appear as:

The mobile web mail experience is similar to many native mail applications with functions to list messages, view messages, compose, forward, and reply to messages, and navigate between folders.

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Here are examples of how Email Continuity displays on mobile devices: