Send a secure message with Secure Exchanges Outlook Web

How do I send a secure message with Outlook Web?

Once Secure Exchanges is installed and your licence is activated in Outlook Web, you can send secure emails by following the steps below.

Step 1: Access Secure Exchanges

  1. Open Outlook Web and click "New message" to begin composing your email.
  2. Next, open the Secure Exchanges application.
Note: If the Secure Exchanges window is not already pinned, you can pin it to keep the security options visible throughout the preparation of the message.

Step 2: Write the message and add files

  1. Write your message as usual.
  • To attach files, use the attachment icon located in the Secure Exchanges window. Files added this way can be protected according to the selected security settings.
  1. Once the message is ready, click "Send". The Secure Exchanges configuration window will open automatically.

Step 3: Choose the content to secure

In the Secure Exchanges window, you can choose what you want to protect:

  • Full message: protects both the email text and the attachments. Recommended if the message content contains sensitive information (password, social insurance number, bank details, etc.).
  • Attachments only: protects only the attached files; the email text remains readable.
Note: It is advisable to use attachment protection only when the message body contains no confidential information. This provides more context to the recipient while keeping the files secure.

Step 4: Configure additional settings

You can define additional settings to control access to the message:

  • the number of consultations allowed;
  • the validity period of the message (in hours or days), maximum 30 days;
  • the display language of the message for the recipient.

Step 5: Add extra security (optional)

To enhance message protection, you can activate an additional security measure:

  • Password: the recipient will need to enter the password to access the message. By selecting the "Password" option, you must set a password in the designated field. The password must be sent to the recipient by a method other than email (for example telephone, SMS, instant messaging, in person). This prevents anyone with access to the recipient's mailbox from also accessing the secured content.
  • SMS code: a one-time code will be sent by SMS to the recipient to open the message. By selecting the "Automatically generated SMS code" option, you must enter your recipient's mobile phone number. The SMS code is sent automatically to your recipient's mobile phone when they open your message.

Step 6: Send the secure message

Once all the settings are configured, click "Send with Secure Exchanges" to finalize the secure sending. The recipient will receive a link allowing them to access the message according to the rules you have configured.

Need help?

Our team is available to assist you. Write to us at support@secure-exchanges.com