Introduction

This guide is intended as a reference. You don’t need to read it from start to finish to securely email with Zivver. Each chapter stands alone. This guide is written for using Zivver with the Microsoft Office 365 Outlook web version.

More information and instructional videos

This guide does not cover all topics. Visit the Zivver support website at https://docs.zivver.com for more information.

Questions?

Contact your organization’s helpdesk.

Still need help? Send an email to support@zivver.com. The Zivver support team will be happy to assist you.

Welcome to Zivver!

Welcome to this guide for the Zivver add-in for Outlook Online (OWA)! This guide will show you how to securely send sensitive information directly from your trusted Outlook web environment.

The Challenge for Email Professionals

In your work, you will inevitably encounter sensitive information that needs to be sent via email. Whether it’s contracts, medical records, personal data, or even details about your colleagues, you need to handle this as securely as possible. Mistakes in sending such information can be costly or lead to non-compliance with data protection regulations. But there’s good news: security doesn’t have to be complicated!

How Zivver Helps You

You need to send secure emails without being a cybersecurity expert. Zivver makes this possible and easy! The software acts as a reliable guard in the background, scanning your emails for sensitive information and applying the right security measures. You can focus on your message, and Zivver takes care of the security. Want a bit more control? With just one click, you have access to all the settings for Secure mailing in Zivver.

How Does Zivver Work in Outlook Online?

Logging In

1. Click the mail New Email button.
2. If you’re not already logged in, Zivver will log you in automatically.
3. A pop-up window will appear and disappear once the login process is complete.
4. You’ll stay logged in for the next 30 days, during which Zivver will continue securing your emails.

If you’re not automatically logged in to Zivver, follow these steps to log in manually:

1. Click the mail New Email button.
2. Select the Message tab.
3. Click the Zivver icon.
   Tip

   Zivver icon not visible? If you don’t see the Zivver icon, click the grid_view Apps icon. You’ll find Zivver there.
4. Click the LOGIN button.
5. Depending on your organization’s settings, you’ll either be logged in automatically with your workplace credentials or prompted to enter your Zivver username and password.

Sending Secure Emails

1. Start composing a new email as you normally would.
2. If your email contains sensitive content, Zivver’s smart technology will detect it. Depending on your organization’s settings, Secure mailing may be activated automatically, or you’ll see a notification that sensitive content has been found in the message.
3. Want to send a secure email even if Zivver doesn’t enable it automatically? No problem! Simply click the Zivver icon in the toolbar under the Message tab to manually enable the Secure mailing option.
   Tip

   Zivver icon not visible? If you don’t see the Zivver icon, click the grid_view Enhance Outlook with apps icon. You’ll find Zivver there.

Extra Secure with Recipient Verification

Want to ensure that only the intended recipient opens your email? Use recipient verification. Depending on your organization’s settings, you can choose from three methods: SMS, a pre-agreed access code, or a verification email.

• SMS is the most secure and easiest, but it requires the recipient’s phone number.
• The access code is also secure, but you must share the code with the recipient in advance.
• The verification email offers a quick way to add an extra layer of security without additional steps, but it’s less secure than SMS and the access code.

Follow these steps to set up recipient verification:

1. Click the Zivver icon in your toolbar under the Message tab.
   Tip

   Zivver icon not visible? If you don’t see the Zivver icon, click the grid_view Apps icon. You’ll find Zivver there.
2. Click Recipient Verification.
3. Choose your preferred method.
4. Enter the required details for the chosen method (e.g., a mobile phone number if you selected SMS).

Tip

Zivver will remember your chosen verification method for each recipient, making future secure sendings even easier.

Reading Secure Emails

Secure emails are stored safely on Zivver’s dedicated server, so you cannot view them directly in Outlook. Follow these steps to view a secure email:

1. Open the received secure message.
2. Click more_horiz More Actions.
3. Click the Zivver icon.
   Tip

   Zivver icon not visible? If you don’t see the Zivver icon, click grid_view Apps. You’ll find the Zivver icon there.

Read Receipt and Retracting Message

Curious if your secure email has been read? Follow these steps to find out.

1. Go to send Sent Items.
2. Open the sent message.
3. Click the Zivver icon at the top right. The Zivver sidebar will now open on the right side of the screen.
   Tip

   Zivver icon not visible? If you don’t see the Zivver icon, click grid_view Apps. If the icon still isn’t visible, first click the three dots more_horiz.
4. Click mail/drafts Read receipt.

Did something go wrong while composing the secure email? No worries! Follow these steps to retract the message.

1. Go to send Sent Items.
2. Open the sent message.
3. Click the Zivver icon at the top right. The Zivver sidebar will now open on the right side of the screen.
   Tip

   Zivver icon not visible? If you don’t see the Zivver icon, click grid_view Apps. If the icon still isn’t visible, first click the three dots more_horiz.
4. Click the three dots more_vert.
5. Click history Revoke Access.
   Note

   Option not visible? If a expiration date has already been set (e.g., by an organization setting), you will see the following message at the top of the message in a blue bar: Access to this message will be revoked for recipients on <day_of_week> <date>, <time>. In this case, use the Edit Settings button to adjust or cancel the expiration date.
6. Choose for whom the message will be revoked:

• Revoke for recipients: Access will be revoked only for the recipients. The sender retains access and can also restore it.
• Revoke for everyone: Access will be revoked for everyone, including the sender. The sender will no longer have access to the message and cannot restore it.

7. Set when you want to revoke the message:

• Revoke now: The message will be revoked as soon as you click Revoke.
• Revoke after: You can set the period after which the message will be revoked. You can set the period in hours, days, or weeks.

8. Review the summary that shows for whom and when the message will be revoked.
9. Click Revoke. Depending on your choices, you will no longer have access to the message, or you will see at the top of the message that access has been revoked for the recipients, or you will see when access will be revoked and for whom.