You can protect emails and attachments through the SealPath’s Microsoft Outlook plugin. The protection over the body and attachments is applied just in the moment the email is sent. You can apply different types of protection policies: Policies already configured in SealPath Desktop, a basic protection for the recipients, custom protections, etc. You can apply the protection to the entire message with attachments, and protection for the attachments only.
The “basic” protections are policies applied to the recipients of the protected emails, due to you don’t need to create a protection policy for them. When you send the protected email, if the recipients are not registered in the SealPath’s system, they will receive an invitation email automatically to auto-register with a free account and access to the contents of the protected message they have received.
There are 5 “basic” protections: “View content only”, “View and edit content”, “View, edit, copy and paste content”, “View, edit, copy and paste, print content”, “Full control”. All except “Full control” have the dynamic watermarks active for PDFs and images.
You can apply a protection policy you have created before in SealPath Desktop or your admin has created for you. You can also apply a custom protection you can define just before sending your email.
Once you active the protection you will see in Outlook a notification message telling that a protection has been applied to the message.
When you attach a file that had been previously protected by SealPath, this will not be protected again. You will see a notification message telling that there are attachments already protected in the system, and the attachment will be sent out with the original protection that it had before being attached.
In case you decide to protect the message, the message body will be included in a .docx attachment that is secured with the protection policy you selected. In the email footer it is possible to include automatically (enabled by default) a signature for the recipients with instructions to open the encrypted contents.
Your recipients will be able to open protected emails just with Microsoft Word even without Outlook. They use as email client Gmail, Hotmail or others.
If the recipients are not registered with SealPath they will receive automatically an email invitation to auto-register with SealPath (if you have enabled the option of automatically send invitation to colleagues in SealPath Desktop).
You can only protect file formats compatible with SealPath that have not been previously protected before being attached. If you attach files of other formats these will be sent unprotected.
You can configure the plugin in order all the emails are protected with a specific protection before being sent.
You can also configure the text of the signature included in the email footer to notice the recipients that the contents of the email are encrypted and the instructions to open them.
When you attach a file that had been previously protected by SealPath, this will not be protected again. You cannot re-protect attachments that have been already protected. They keep their original protection, so if there are recipients that aren´t included in the protection policy of these files will not be able to access them. You will see a notification warning telling that the attachments have been already protected.
If you have sent by error a protected message or attachments to a recipient and you don´t want him to open them, you can block the access to them as described here. This way, you can avoid they access the documents even when they have already received and have them in their machine.