Securely mailing external recipients

Intro

This document explains how to safely send a message to someone outside your organization. A verification method is needed because the external recipient probably does not have a ZIVVER account. Recipient control is an extra security for the ZIVVER message in the form of an SMS code or access code. You only have to complete the verification method once for an e-mail address. ZIVVER remembers and reinstates verified recipients.

Securely mailing external recipients

The procedure below assumes you have created a new Outlook email draft and added one or more recipients.

  1. Open a new email in Outlook
  2. Click the switch in the gray ZIVVER toolbar to enable secure mailing.
    The toolbar turns blue to indicate that safe mailing is on.
  3. Click the Recipient verification how_to_reg.
    A window opens for recipient verification methods.
  4. Click the menu next to a recipient.
  5. Choose recipient verification methods as necessary:
    • ZIVVER account - If the receiver has a ZIVVER account this method is automatically chosen. The recipient can read the message right away. This option is not available when e-mailing new recipients.
    • SMS to new number - Choose this method if you know the mobile phone number of the recipient. The recipient will receive a code via SMS and must fill it in a form to open the message.
    • SMS to - Choose this method if you want ZIVVER to send a new code via SMS to a recipient’s phone number that is already known. The recipient will receive a code via SMS and must fill it in a form to open the message.
    • Set up organization access code - Choose this method if you wish to have one access code usable by all senders within your organization (or domain) when communicating with a specific recipient. When the recipient receives the ZIVVER message, they will be asked for the code.
    • Organization access code - Choose this method if you want your recipients to be able to reuse an existing access code that your organization has set up for them. When the receiver receives the ZIVVER message, they will be asked for the code.
    • Access code - Choose this method if you don’t have the recipient’s mobile number, but you do have some other way of contacting the recipient, other than e-mail. Choose a code and communicate this code to the receiver. When the receiver receives the ZIVVER message, they will be asked for the code. Do not send the code via e-mail, as this would make the messaging insecure.
    • Access code - Choose this method if you want the recipient to be able to reuse an access code that you have already sent to them by other means. When the receiver receives the ZIVVER message, they will be asked for the code.
    • Verification Email - Choose this option only if you can’t use any of the options above. ZIVVER will send an access code by email. Learn more about verification methods.
  6. Optional: Choose notification language:
    1. Click the recipients icon people .
      A message card titled Selected recipients appears
    2. Choose a language for the notification email from the drop-down menu next to Notification language.
  7. Click OK.
    You can now safely send the e-mail, also to recipients outside your organization.

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