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Secure mail: How to send emails and attachments via idgard®

Sending attachments securely by email? You have to be careful! Confidential documents should not be sent by as email attachment—especially not unencrypted and if the company’s regulations forbid it for compliance reasons. However, many corporate employees still use services like Outlook to send sensitive files.

Of course you can encrypt your email and sensitive file attachments with S/MIME or PGP. Nevertheless, these solutions have not become established in the everyday lives of many users because of their complexity. Technically less experienced users in particular feel deterred by them.

As an idgard® user, you can also send e-mails securely without any complex encryption or certificates. There are two ways to do this:

  1. Through the BoxMail feature in the idgard® web application
  2. With the free idgard® Outlook add-in

In this article, we’ll show you exactly how this works.

Send attachments securely by BoxMail. Here’s how it works!

With BoxMail you can send attachments in a Temporary PrivacyBox. This extension is available for free in all packages*. To send the download link, you also need a client or web-based mailing or messaging service.

The BoxMail icon can be found in the idgard® web interface at the top right.

The BoxMail icon can be found in the upper right corner.

Click on it to send a BoxMail. This will open a window in which you are offered several options.

  • Under the “General” tab, you can specify one or more recipients and upload the files to be attached. If you want to secure the attachments with a second factor, enter the recipient’s mobile phone number in addition to the email address. They will then receive a pass code by SMS.
  • Under the tab “Security” you have the option to secure your Box with a pass code. This code will then be sent to the recipient by SMS.
  • Under the tab “Miscellaneous” you can set the a time to live for the Box. The temporary Box will be deleted automatically after a certain time (1 to 90 days). You can also give the Box a name here.

A Box mail is created and sent in just a few seconds.

Then click on “Create Box” at the bottom and you will have another opportunity to check the template of your email. You can also add a comment to the email template, for example, a personal message to the recipient.

As soon as you click on “Send”, idgard® will automatically open your email client (e.g. Outlook, Thunderbird, etc.) and create a new email to the previously defined recipient, which you can now send as usual. If you use a web mailing service like GMX or a messaging service like Skype, simply copy the email from the idgard® user interface and paste it into a email template or message in your web mailer or messenger.

In addition to the download link and your personal message, the BoxMail also contains a note on when the TemporaryBox will be automatically deleted.

All information about the Box mail feature can also be found in this video tutorial:

*If the Box mail feature is not available to you, please contact your idgard® administrator. They can activate it for you.

Send attachments securely with the Outlook add-in. Here’s how it works!

It is even easier to send sensitive attachments with the free Outlook add-in for idgard®. An idgard® full license is required.

Once the add-in is installed, this button will be available. One click and you can upload attachments securely to idgard®.

The add-in offers you the following features:

  • Certificate verification
  • Auto update
  • Customizable e-mail templates in German and English
  • Installation of an archive mailbox
  • Proxy server support
  • Single Sign-On for use with LDAP / Active Directory

 Using the idgard® Outlook add-in is really simple:

  • You write your e-mail as usual and add the attachments.
  • If you realize that the e-mail contains sensitive data, click on the green idgard® button in the task bar. Afterwards you only need to send the e-mail.
  • A list of your existing Boxes will appear automatically. From this list you can select the Box in which you would like the e-mail to be saved.
  • You can also create a new Box, if none of your existing Boxes is suitable. Enter the recipient’s name and increase the security level by creating an additional pass code for the Box.
  • Now click on “Send e-mail securely” to securely transmit the text with the access link to your attachment.

Of course, we have also prepared a video tutorial on this function for you:

You are not yet an idgard® user and we have aroused your interest? Try our highly secure business cloud now for 14 days for free—without any risk!

We will also show you in this series of articles how you can protect yourself and your employees against phishing attacks and what you can do if you do fall into the phishing trap. Click here for our overview article: Secure mail: How to protect your emails and attachments