ZIVVER Outlook Web Access Add-in - User manual

Introduction - Welcome to ZIVVER!

With ZIVVER share your secure sensitive Information with colleagues, customers, patients, relationships and other recipients. If you can safely send a message, only you and the recipient (s) that read post. You can safely send an email from your Web browser, on a tablet or mobile phone or from Outlook. This user manual is focused on the use of the ZIVVER add-in for Outlook Web Access (OWA) for Office 365.

In this user guide you will learn include:

  • How you log in the ZIVVER add-in for OWA.
  • How to send secure messages.
  • How to open a secure message.
  • How to protect your messages with additional verification methods.
  • How to withdraw a wrongly sent message.

Introduction

This guide is intended as a reference guide. You do not need to read it from beginning to end to be able to safely e-mail with ZIVVER. Each chapter stands alone. This guide was written for the use of ZIVVER within Microsoft Office 365 Outlook mail service.

More Information and instructional videos

This manual does not cover all topics. Please check the ZIVVER support website https://docs.zivver.com if you want to know more.

Questions?

Please contact your organization’s helpdesk.

Still no luck? Send an email to support@zivver.com. ZIVVER support staff will be happy to help.

Login

First log in to your ZIVVER account to send and read secure messages. You can log in using the side pane of the ZIVVER OWA add-in.

Follow the steps below to log in:

  1. Click New to create a new message.
  2. Click the more more_vert, to the bottom-right of the message pane.
    A new menu opens
  3. Click the ZIVVER logo, in the menu that opened
    The side pane opens.
  4. Click the blue button Sign in.
    The following message pops up: A new window opened in Send Secure with ZIVVER.
  5. Click Allow.
    A new window will open with the ZIVVER login page.
  6. One of three different ways to log in can be used, depending on settings that your organization chose.
    • Log in with your ZIVVER account.
      ZIVVER log in with your workplace credentials not enabled? Please login with your email address and password.
    • Login with your workplace credentials.
      Do you and your colleagues at ZIVVER log in with your workplace credentials? After you have entered your email address, you will automatically be posted to the login page of your organization. Log in here with your workplace credentials.
    • Automatic login with your workplace credentials.
      You are automatically logged in after entering your email address, if your organization uses automatic login with your workplace credentials.
  7. After logging in, you automatically return to the OWA.
    You are now logged in and ready to securely send and read messages.

Add the ZIVVER icon to your message compose window

Use the Settings icon in Outlook on the web to add the ZIVVER icon to the bottom of your compose message window, to get to the ZIVVER menu in one click.

  1. In Outlook on the web, select the Settings icon.
  2. At the bottom of the Settings list, select View all Outlook settings.
  3. Select Mail > Customize actions.
  4. Go to Toolbar, then select the ZIVVER icon.
  5. Select Save, then close Settings.

Add the ZIVVER icon to your message read window

Use the Settings icon in Outlook on the web to add the ZIVVER icon to the top of your read message window

  1. In Outlook on the web, select the Settings icon.
  2. At the bottom of the Settings list, select View all Outlook settings.
  3. Select Mail > Customize actions.
  4. Go to Message Surface, then select the ZIVVER icon.
  5. Select Save, then close Settings.

Help secure account

For the safety of your secure messages it is important that you set up second factor authentication (2FA) for your account. This is an additional method of identification at login, where you have a code from a text message or authenticator app filled in. You can activate the second factor authentication via the following link: second factor authentication.

Messages that you have received on your ZIVVER account can only be opened after you have added another login method. It is therefore important that you set this.

Securely send message

Make sure you are logged in with your ZIVVER account to send a secure message. To send a secure message, follow the steps below:

  1. Click New to create a new message.
  2. Compose a message as usual:
    • Add recipients.
    • Enter a subject.
    • Type a message.
  3. Click the ZIVVER icon above or below the draft message.
    The ZIVVER side panel opens on the right-hand side of your screen.
  4. Turn on Secure mailing.

    If you do not activate Secure mailing yourself, ZIVVER might produce a warning when sending the message, because your message may contain sensitive information.
  5. Click Recipient Verification.
    A new screen opens listing all the recipients.

  6. 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. Optional: Choose a language for the notification email from the drop-down box underneath Notification language.
  7. Click Apply.

  8. Click Secured attachments to add an attachment up to 5 TB.

    never use the standard OWA option share as OneDrive link. This option is not supported by ZIVVER.
  9. Click Safety notifications.
    The side panel shows all unsolved safety issues.

  10. Solve the outstanding safety issues.

    Many safety issues come with an option to automatically resolve.
  11. Click Send to send the message.
    A ZIVVER pane appears. If necessary, follow the instructions. Your ZIVVER message will now be sent.

Safety alerts

ZIVVER uses safety alerts to inform you when a particular rule is activated. What rules are active depends on the settings chosen by your organization.

Three different levels of safety alerts can be issued. The action you must perform depends on the level.

  • Low risk
    Low-risk security notifications are merely informative. The message will be displayed in blue. You can send your message after clicking Ignore. An example of a low-risk security warning:

Intended content? You have mentioned an attachment but no file has been attached.

  • Medium risk
    Security alerts with a medium risk require a certain action. The message will be displayed in orange. If you don’t take action to send the message, the message will be shown again in the ZIVVER pane with the proposed action. An example of a message with a medium risk and the proposed action:

Sensitive content found: SSN in message. Ignore

  • High risk
    Security alerts with high risk will prevent you from sending a message. The message will be displayed in red. You will be able to send the message only after the cause of the alert is removed. An example of a high risk message:

Your subject line possibly contains a Dutch social security number; this will be displayed in the notification message. Please remove the Dutch social security number from the subject line.

Open a ZIVVER message

Thanks to the ZIVVER add-in, you can read messages immediately.

Follow the steps below to open a secure message:

  1. Select the ZIVVER message received.
  2. Click the ZIVVER logo, just above and to the right of the post.
    The ZIVVER side pane is now open. In the side pane, you can easily download the attachments and read the secure message.
If your message was protected by the sender with a verification method, such as an access code, you can still not read the message and an error is displayed. This functionality is still under development. Sorry for the inconvenience. Click the button open in ZIVVER app to read the message.

Responding to a secure message

Follow the steps below to respond to a secure message:

  1. Select the post you want to reply to.
  2. Click Answer.
    The response pane now opens. The notification message is added to the response. This depends on the settings of OWA.
  3. If necessary, remove the notification message from the response.
  4. Now click the ZIVVER logo in the bottom right corner the message.
    Open the ZIVVER side pane.
  5. Write your comment.
  6. If any security issues were found, click Security issues to solve them.
  7. Optionally, click Secure attachments to add an attachment.
  8. Click Send
  9. Go through the ZIVVER screen.
  10. Wait a moment until the message is sent via ZIVVER.

Message recall

Did you accidentally send a message to the wrong recipient? Included a wrong attachment? In that case you can easily revoke the message so that the message and its attachments no longer accessible to the receivers.

To withdraw a message, follow the steps below:

  1. Select the message that you want to revoke.
  2. Click the ZIVVER logo, just above and to the right message, to open the side pane.
  3. Click the arrow down keyboard_arrow_down to open the menu.
  4. Choose Revoke Message
    You have successfully revoked the message.
    The message (and attachments) are now no longer readable for the receiver.

Access to recover a message

After you have revoked a message you will be able to restore access. This is useful, for example, if you have revoked a wrong message by mistake in a long conversation.

Please follow the steps below to restore access to a revoked message. 1. Open the message in your sent items.
2. Open the ZIVVER side pane by clicking on the ZIVVER icon.
3. Click the arrow behind your name and email address.
4. Click Access recovery.
The message can now be read by the recipient (s).

Read receipt

Any message that you send automatically includes a read receipt, so you can easily see which recipients have read your message, and which have not done so yet. The read receipt can be found in the form of a small envelope right at the bottom of your sent messages. The number next to the envelope indicates how many recipients read the message . Hover the mouse pointer over the envelope mail_outline to see who has read the message.

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