Microsoft Encrypt

The following options available to encrypt your outgoing email:

Microsoft built in encrypt under Options
Globalscape
- URL https://seft.franklincountyohio.gov
- Outlook EFT Plug-in (please refer to the article on how to install) *this might change to Nathan Hoys team pushing out *

HOW TO USE MICROSOFT ENCRYPT

Click on New Email

Once new email opens click on Options

You’ll see Encrypt along with the other options you can select

Once you select your options you will get a tip in your email letting you know it’s been encrypted along with any options you picked. Example below is me just selecting Encrypt-Only.

Encryption options to choose from are as followed:

Encrypt-Only – This message is encrypted. Recipients can’t remove encryption. Permission granted by: ______@franklincountyohio.gov
Do Not Forward – Recipients can read this message, but cannot forward, print, or copy content. The conversation owner has full permission to their message and all replies. Permission granted by: _______@franklingcountyohio.gov
Confidential\All Employees – Confidential data that requires protection, which allows all employees full permissions. Data owners can track and revoke content. Permission granted by: _______@franklincountyohio.gov
Highly Confidential\All Employees – Highly confidential data that allows all employees view, edit, and reply permissions to this content. Data owner can track and revoke content. Permission granted by: _______@franklincountyohio.gov

How you know you sent encrypted you can go to your Sent Items, and you will see a lock icon.

Example below is the experience the recipient of the encrypted message will receive. Recipient will have to go through the MFA required once you click on Read the message.

This example is using Gmail which requires you to sign in with Google or sign in with one-time passcode. Option chose below was sign in with one-time passcode.

Once you have clicked on Sign in with a One-time passcode it will send the code to your email, then you will enter the code

Example of passcode

After you enter the one-time passcode, your encrypted email will display, and it will show that the message was encrypted.

Note: this sample was using Gmail other email providers may require a different form of MFA to open the message.

USING GLOBALSCAPE URL

You can use this method internally and externally to send email and attachments encrypted

Go to the log in page by using this URL https://seft.franklincountyohio.gov/Web/Account/Login.htm

You will use your domain credentials to log in that will take you to the home landing page for Web Transfer Client

Click on Send Files

Before you prepare your message, you will want to click on Options to set up what you would like as your default settings when using this tool

You will want to make sure that you select Authentication not required or the recipient of the email will have to set up an account. By selecting Authentication not required the recipient will be able to open the email with no requirements.

You also have the option here to allow the recipient to respond back to the email by checking Unauthenticated user can respond.

Delivery Notifications options let you decide if you want a notification sent to you once the recipient opens your message.

Message Expiration specify how soon the message is to expire: 1 day, 1 week, 1 month, or immediately.

Lastly make sure you check the Save as Default once you have picked your options, or you will have to go back into every time. You can still go into Options at any time to change the expiration time.

Next fill in the To:, Subject:, Message, and upload any documents you want to send. Once done hit the Send button.

You also have the option to check the box which encrypts the message you’re sending with your attachments.

Once recipient receives the email, to retrieve the message click on Workspace. Below is an example of what the end use will see on their end:

Above you can review the message and download the attachment sent. You also have the option of replying to sender.

Below image also shows that you have the option to Reply from the original email sent outside of the Workspace. *Reply option is only available if using the URL not available when using plug-in unless you reply from the email please see below*

If you do not select the box to send message securely you can see the message from sender without having to click on Workspace.

Example below shows first email sent with box checked second message shows with box unchecked.

In the beginning when you selected your Options, if you selected you wanted notifications in Options you will receive an email letting you know when message and/or document(s) were picked up

USING GLOBALSCAP PLUG-IN

To use the Outlook Plug-in first click on EFT Outlook Add-in

Here there are options for General Configuration, Message Options and view Display Status.

Currently all that is needed is Message Options to set your settings and if you want to view the Display Status.

In Message Options you will see what is in Default Send Options and Offline Behavior, here you can make changes to your message options:

Message Options you can change what is set to default for Default Send Options when you want the link to Workspace to expire, if you want to require authentication, and if you want to receive notifications. These options work like the options when using the URL.

Default Send Options

Offline Behavior

You can also find these option in the untitled message:

General Configuration *You do not want to make any changes in the General Configuration*

However, if you want to test your connection you can from this setting.

Display Status allows you to see if you are connected and the transfer status of what you are sending. This will display on the right side of your inbox.

Below is an example of what it will look like when you are connected and have sent something.

To send a secure message using the Plug-in click on New Email, you will see at the top the Plug-in EFT Outlook Add-in

Click on Secure Message, this will secure the body of the email along with any attachments. To know if you selected Secure Message or not you will see that it is now grey below.

That is all you have to do, then you can continue your email as normal and hit send.

Below is an example of what the recipient will receive. * Reply option is only available if using the URL not available when using plug-in unless you reply from the email itself and not from within the Workspace. *