overview · the first time you use secure email, cryptshare needs to verify your email address...

ICT SERVICES INSTDOC-456 Final Version.docx Microsoft Outlook - Message Classification Tool and Secure email

Created: 22/06/2017 Last Amended: 22/06/2017 /12 Version: 1.2 Last Amended By: Gary Martin Location: H:\ICT Knowledge Base\Work Instructions\INSTDOC-456

Overview

The purposes of this guide is to show you how to use the ‘Message Classification Tool’ and ‘Secure email’ (Cryptshare) installed in Microsoft Outlook. Both tools are designed to prompt you to assign a classification and if OFFICIAL (SENSITIVE), to encrypt and protect the information before sending via email. Council information is sent to internal and external parties every day. Email is one of the most popular methods for sending information between parties but it can also be a quick way of compromising Council information if handled incorrectly. All staff must be vigilant when handling Council information and identify the correct classification before sharing information with other parties. Two classifications exists; OFFICIAL and OFFICAL (SENSITIVE). For more information on classifications and what they mean, please refer to the ‘Information Classification and handling’ at a glance leaflet or on the intranet: http://nsdcintranet/media/intranet/documents/informationgovernance/NSDC%20Information%20Classification.pdf Contents Page Overview 1 Sending Secure Email 2 Using Secure email for the first time 3 How to retrieve passwords 9 How the recipient receives your secure email 11 Authorisation & Approval for this version 12 Change History 12

http://nsdcintranet/media/intranet/documents/informationgovernance/NSDC%20Information%20Classification.pdf

http://nsdcintranet/media/intranet/documents/informationgovernance/NSDC%20Information%20Classification.pdf



Sending Secure Email

Before you attempt to send an email, please consider the classification you will be assigning to the information. On clicking send within Outlook, the ‘Message Classification Tool’ dialog box will be displayed.

You will be prompted with two options.

1) OFFICIAL – This is used for routine council information that does not have any potentially damaging consequences for individuals, the Council or an organisation if it were lost, stolen or published in the media.

2) OFFICIAL (SENSITIVE) – This is information that could have a damaging consequence for individuals, the Council or an organisation if it were lost, stolen or published in the media, such as

a. Personal information b. Sensitive legal information c. Third party contractual information d. Highly sensitive information that should only be distributed to explicitly

identified individuals.

OFFICIAL (SENSITIVE) can only be sent to external recipients if the information is encrypted or being sent to a GCSX account.

If you hover, the mouse pointer over the dialog box, you will get a description of these options.



Selecting OFFICIAL On clicking the OFFICIAL option, your email will be sent as normal unencrypted. Selecting OFFICIAL (SENSITIVE) If your information is OFFICIAL (SENSITIVE), the ‘Message Classification Tool’ will launch secure email (Cryptshare). When selecting this option, you are presented with two further options.

Selecting Internal email - the subject of the email will be automatically prefixed with [OFFICIAL (SENSITIVE)] and will send your message using normal email. Secure email is not required for internal communication. Selecting External email - the subject of the email will be automatically prefixed with [OFFICIAL (SENSITIVE)] and will send your message using secure mail. At this stage, the ‘Cryptshare Attachment Manger’ will be activated.

Using Secure email for the first time

You may be required to go through a setup wizard asking you to provide data before you can first launch Cryptshare for Outlook. However these settings can be changed at any time in the Settings Dialog on the MS Outlook Main Window using the Button “Settings in the “Cryptshare” Ribbon Tab

On the startup screen of the wizard, click on “NEXT”



Enter the required Connection Settings for setting up the connection between the add-in and the Cryptshare Server. These are: 1) The URL of the Cryptshare Server – https://cryptshare.newark-

sherwooddc.gov.uk 2) Proxy mode selection – Select SYSTEM PROXY 3) Click “TEST CONNECTION” to check if the Cryptshare Server can be

reached using the defined settings. A successful connection is indication by a green tick symbol next to the Server URL field

4) If the connection is successfully established, click on “NEXT”

Enter your first name, last name and phone number. This data is needed to be sent to the recipient as part of the notification.

Change them if required and then click “OK”

https://cryptshare.newark-sherwooddc.gov.uk/

https://cryptshare.newark-sherwooddc.gov.uk/



Verification The first time you use secure email, Cryptshare needs to verify your email address prior to first use. Cryptshare for Outlook checks your inbox for the incoming verification Code, during this period a countdown will be displayed in the Cryptshare Attachment sidebar.

An email will be sent to your inbox and processed by Cryptshare automatically however this does not always happen so the sidebar displays a field in which the verification code can be entered manually.



Open your Inbox and look for an email with the subject “Cryptshare 3 Verification”.

Open the email, copy the contained verification code and paste it in here, please also check any junk email folder if required. If you cannot find the message please the contact ICTServiceDesk. Once the verification process completes successfully, the Cryptshare Attachment Manager will launch in preparation for you to send your message securely.



If you have no attach file[s] or file[s] to add to your email, simply click on the Send button. If your email already has an attach file[s], the file[s] will appear in the Cryptshare Attachment Manager. At this stage you can also add file[s] to your email by dragging and dropping the file[s] onto the Paperclip icon or click the Add File button and browse your folders. Repeat this process to add additional files[s].



Once you are ready to send your email, click Send with Cryptshare or the normal Outlook Send option, the Transfer Dialog box will be displayed.

Below describes what each of these options mean.

Expiration date (Date that the files/email will be deleted from the Cryptshare server. The default is 21 days.)

Encrypt Message

Encrypt Subject

Confirm delivery

Expose file names in notification mails

Generate password – This automatically generates a password which meets the criteria below

Please follow the ‘How to retrieve passwords’ section to easily access your assigned password for future reference.

Enter Password – This allows you to enter a manual password which meets the following criteria:-

Must contain numbers.

Must contain standard characters.

Must contain special characters.

Must contain upper and lower case.

May not be common words.

Character repetitions or character sequences are not allowed.

Minimum password length – 8.

When your manual password meets the criteria, the boxes will be highlighted in green. To complete the process, click Start Transfer. NOTE: The password must not be included within the email and be sent separately via email (non-secure), SMS or verbally to the recipient.



How to retrieve passwords

You can easily access all assigned passwords to emails, whether self-assigned or automatically generated by accessing Cryptshare ‘Transfer Manager’. However for this to work the Store passwords setting must be ticked under the Password Handling option. To check this on the Outlook toolbar you should have a Settings icon Click on this and then select ‘Add-In Settings’ and check a tick is present on Store passwords under PASSWORD HANDLING if not enable it and then SAVE

You may already see the ‘Transfer Manager’ on the far right hand side of Outlook but if not, on the Outlook toolbar click on the ‘Transfer Manager’ icon.

This will open up the manager on the right-hand side for you. You may need to click the two arrows pointing left to expand the manager options.



The manager will display the details on what emails have been sent via Cryptshare, when they expire and enables you to show the passwords used. Click on ‘Show Password’, this will ask you for your Windows password (this for for security). Enter your normal logon password.

This will now allow you to either view the password or copy it to your clipboard, allowing you for example to paste it into an email. You will be given up to 5 minutes, after which you must re-enter your Windows password to display again. There is no limit to the amount of times you need to display your assigned password.



How the recipient receives your secure email

Below is an example of what the recipient will see when receiving your secure email.

The recipient will need to click either on the Download Files link on the right-hand side or the Download Link near the bottom of the email. This will open an Internet browser and display the NSDC Cryptshare webpage. The recipient will need to enter the password that you had previously supplied. If the password is correct, the recipient will be able to download the email by clicking on the appropriate links.



Authorisation & Approval for this version

Name Title Signature (Master hard copy only)

Date

Alex Tuplin Assistant ICT Manager AT 17/03/16

Change History

Issue Date Author of Change Revision Description

1.0 15/11/16 Gary Martin Draft

1.1 9/1/17 Gary Martin Verification process expanded

1.2 21/6/17 Gary Martin Setup wizard added

overview · the first time you use secure email, cryptshare needs to verify your email address...

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