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 email with Zivver. Each chapter stands alone. This guide was written for the use of Zivver with 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.

Welcome to Zivver!

Welcome to your guide for the Zivver add-in for Outlook on the Web (OWA)! This manual will walk you through the seamless process of sending sensitive information securely, right from your familiar Outlook web environment.

The Challenge for Email Professionals

Your job will inevitably require you to send sensitive data via email. Be it contracts, medical records, personal identification data, or even your employee details, the importance of security cannot be overstated. Mistakes can be costly and can put your compliance with data protection regulations at risk. But here’s the good news: security doesn’t have to be complicated!

How Zivver Helps You

Imagine sending secure emails without having to become a cybersecurity expert. Zivver makes this possible! The software works tirelessly in the background, checking your emails for sensitive information and securing them accordingly, based on your organization’s policies. You just focus on the message, and Zivver takes care of the security. And if you’d like a little more control? Accessing Zivver’s secure email settings is just a click away.

Login

1. Start by composing a new email.
2. If you’re not already logged in, Zivver will automatically take care of that for you.
3. You’ll notice a pop-up window, which will disappear as soon as the login is complete.
4. You’ll remain logged in for the next 30 days, during which Zivver will continue to ensure the security of your emails.

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.

Sending Secure Emails

1. Begin composing a new email as you usually would.
2. If your email contains sensitive content, Zivver’s smart tech will pick up on it and automatically enable ‘secure send’.
3. A notification will appear, confirming that your email will be sent securely.
4. Want to send a secure email even when Zivver doesn’t automatically enable it? No worries! Just click the Zivver icon in your menu bar to manually toggle the secure send option.

Extra Secure with Recipient Verification

1. Want to make sure only the intended recipient opens your email? Zivver’s “recipient verification” is the answer.
2. Choose from three methods: SMS, a pre-agreed access code, or email verification.
3. If you go for SMS, know that it’s the most secure and convenient but requires the recipient’s phone number.
4. Choosing the access code option? It’s secure but requires you to share the code with the recipient beforehand.
5. If you opt for email verification, it offers a quick way to add a layer of security without any additional steps.
6. To set this up, click “Open Zivver” when you see the notification that ‘secure send’ is enabled.
7. Bonus: Zivver remembers your chosen verification method for each recipient, making future secure sends even easier.

Reading Secure Emails

1. Secure emails are safely stored on Zivver’s dedicated server, so they can’t be opened directly.
2. To view a secure email, click on the Zivver icon in your menu bar.
3. If the icon is not immediately visible, click the three-dot menu and select “Zivver” from there.

Read Receipt and Revoke Message

1. Curious if your secure email has been read? Head over to the email in question, open the Zivver side pane, and hit the “Read Receipt” button to find out.
2. Have second thoughts about an email you’ve sent? No worries! Just click the three dots next to the email in question, then select “Revoke Message.” Once revoked, recipients will lose access to it.