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USING PROOFPOINT ENCRYPTION

Contents

Receiving Encrypted Email

Replying or Forwarding

Adding Recipients

Adding an Attachment to Encrypted Email

Reading a Secure Message on a Smart Phone

Resetting Your Expired Password

Troubleshooting


RECEIVING ENCRYPTED EMAIL

You have received a secure, encrypted message from the sender.

Click the attachment in the message to launch a browser to authenticate so that
you can decrypt and read the message.

Note: If you see red X icons in the browser, your email client is blocking
images. These images are typically the logo or images of the sender's
organization. You can display the images or ignore them without affecting your
ability to read the message.

 * If you have not registered for Proofpoint Encryption, you will be prompted to
   create an account and choose a password on the Registration page. Click
   Continue when you are done. In the future, you will not be prompted to
   register.
 * If you have already registered, or if your account already exits, you will be
   prompted to sign in and provide your password to decrypt the message. Click
   Continue.
 * If you sign in, and the Login screen returns with a field that you can edit
   for your user name, it means Proofpoint Encryption found a record for you,
   but the email address is different - perhaps an email alias. Enter a
   different address to sign in. For example, a record for jsmith@example.com
   exists, but you entered joe@example.com - your alias for jsmith.

Forgot your password?

If Proofpoint Encryption is configured to allow you to reset your password,
click the Forgot Password link. You will be prompted for your security question.
Create a new password for your account.


REPLYING OR FORWARDING

Your ability to reply to or forward an encrypted message depends upon the
sending organization's policies. If you do not see a Reply, Reply All, or
Forward link, it is because the sender of the message cannot allow recipients to
reply to or forward the message.

When you reply to a message, your reply will be sent securely.


ADDING RECIPIENTS

The ability to add or edit the recipient list when you reply to a message
depends upon the sending organization's policies. The To and CC recipient fields
will either be fixed so that you cannot change them, or you will be allowed to
add or delete recipients from these fields. Separate multiple recipients with a
comma.

When you forward a message, you can always edit the recipient list.

Note: The sender's organization has the option to restrict secure messages to
specific domains. If this is the case, you will see an error message if you try
to forward a secure message to a recipient that is not allowed to receive it.


SEND ME A COPY

Proofpoint Encryption does not automatically place a copy of a secure message in
your Sent folder. Click Send me a copy when you forward or reply to a secure
message so that a copy will be sent to your address for your records.


ADDING AN ATTACHMENT TO ENCRYPTED EMAIL

If you want to add an attachment to a message, click the Attach a file link.
Navigate to the file you want to attach and then click the Add link. The name of
the attached file displays in the dialog box. Click Upload when you are done
adding attachments.

To delete an attachment from a message, click the X link to the right of the
attachment.

Note: The (combined) attachments cannot exceed 15 MB in size.


RESETTING YOUR EXPIRED PASSWORD

Your email administrator can force your password to expire after a designated
period of time according to your organization's security policies. You will see
a "Days until password expiration" message when you read or compose a secure
message. Click the link to reset your password. If your password expires before
you have a chance to reset it, you will be prompted to reset your password the
next time you try to compose or read a secure message.

You may also be required to reset your password the first time you log in to
Proofpoint Encryption depending on how your account was initially set up by the
administrator. Or, if you forgot your password and your administrator gives you
a new temporary password, you will be required to reset it and select new
security questions.


READING A SECURE MESSAGE ON A SMART PHONE

Some Smart Phones cannot download files, and some Smart Phones modify HTML
files. Since your secure message is sent to you as an HTML attachment, you may
not be able to read it on your Smart Phone. If you have trouble reading your
secure message, follow the instructions to forward the message to another
server. You will then be able to download the message from the server to read
it.


TROUBLESHOOTING

This section describes error messages and what they mean.

 * You authenticated successfully, but do not have permission to decrypt this
   message.
   You do not have permission to decrypt this message. Or, the administrator has
   disabled your ability to decrypt the message. Contact your email
   administrator.
 * You authenticated successfully, but the decryption key for your message has
   been deleted.
   The decryption key for this message has expired or has been deleted. Contact
   your email administrator.
 * There was a critical error processing your request. There may be a problem
   with the system or your request.
   Proofpoint Encryption is temporarily unavailable. If this situation persists,
   contact your email administrator.
 * The message you are trying to read is corrupted and cannot be processed.
   Please contact the sender of the message.
   The message is corrupted and cannot be decrypted. Contact the sender of the
   message.
 * The page you requested was not found. If you clicked a link to get here,
   click the Back button in your browser to return to the previous page.
   The page you are trying to view in the browser is not available or does not
   exist. Click the Back button in your browser.
 * The username you requested has already been registered.
   You have already authenticated with Proofpoint Encryption.
 * There was an error retrieving the key for your message. If this error
   persists, please contact your administrator.
   The key server is temporarily unavailable. Try again later, and if you still
   cannot decrypt the message, contact your email administrator.
 * Your account has been disabled.
   Your email administrator has disabled your account.
 * Login Disabled
   You do not have permission to perform this action.

Other Issues

Error with Large HTML Secure Messages.

If your HTML message contains more than 500 KB of content, you may encounter a
"Large Message Warning" error message. This limitation applies to Firefox 3.X or
Internet Explorer browsers when you reply to the message or forward it. This
limitation does not apply to plain text.

Intermittent Problem with Replying to or Forwarding Secure Messages

If Proofpoint Encryption hangs when you try to compose a message and click the
Reply, Reply All, or Forward links, click Cancel and try again. If the original
text of the secure message does not display in the browser, refresh the browser
or close the browser and open it again. The behavior is infrequent,
intermittent, and typically works the second time around.

If you use Outlook 2007 on Windows Vista.

Do not save the SecureMessageAtt.htm attachment to disk and then try to open it.
Open it from the email message.