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Send ZSentry Mail - Help

SUMMARY

Zmail (ZSentry Mail) integrates email, security and message access control functions such as message release and expiration. The Zmail page centralizes these functions for the sender in the Dashboard, at the bottom of the page.

All ZMAIL messages, including headers and attachments, are copyright-, access- and copy-protected under the US Digital Millennium Copyright Act as well as other US and international laws. By using ZMAIL, the sender limits the right to read the message to its expiration time and original recipient(s).

You can send Zmail using ZSentry Desktop with your own Mail Client (Outlook, Apple Mail, Thunderbird), or using ZSentry App (just like Yahoo, MSN or Gmail webmail).

With ZSentry App, you can type, drag-and-drop or copy-and-paste from any text editor. You can also attach a file. When you are done click "Encrypt & Send" in the top green menu. All the information you enter will be sent encrypted.

Your encrypted email message is encapsulated within a "Skin", usually chosen automatically by Zmail for best deliverability.

You can personalize your sending options with the Dashboard settings through the ZSentry Portal. The default setting automatically adds a plaintext note for new recipients, telling the recipient how to read your message, and sends the Subject in plaintext, so that the recipient can read it before decryption. This can be useful to index the email.

The recipient information is saved in your private Address Book contacts, for your reference and for internal key management use. Zmail also manages the encryption and authentication keys for each email address you use, with automatic key expiration and roll-over, and protects your login data and keys by not storing them online or anywhere else.

TERMS USED

Dashboard: is the Zmail user interface that organizes and presents your message control information in a way that is easy to read and set. You can open and work with all dashboard settings at once, or work with one setting at a time.

"Locally" or "Local": is any storage device that your computer can access, working with any Media including your local disk, removable media (e.g., USB Drives) and over a network.

EML format: is a standards-based text file format used by Zmail. EML is compatible with Outlook and other email applications; you can also open it with any text editor.

"Plaintext": means "without encryption", for data that can be read without using Zmail. Usually, plaintext is secure when stored locally. Zmail can also be used for secure local data storage, if needed.

Buttons, Dashboard, and Message Information: different fields of the "Send Zmail" page, as described below. The MENU and LOGOFF buttons have the same functions as in other pages.

BUTTONS

Premium Seal: (Premium only) This button is available when you click the information icon (top right corner), your name (top left corner), or in a zmail received from a Premium user. The Premium Seal contents are shown when you click the Premium Seal icon. The current time at the Zmail server is also shown, which may you help set accurate Release Time and Expiration Time for your zmail. The Release Time is added to the day and current round hour at the Zmail server. The current zmail time information may also be useful to synchronize the clock at your computer for Release Time and Message Expiration controls.

Save Draft: Saves locally the message that you are editing, including recipients and subject, in EML format. The "Save Draft" dialogue can also open the draft in your email application (e.g., Outlook), where you can save it as an email draft for that application. The file is saved in plaintext, with suggested prefix "DRAFT_zmail_", a unique name and extension .eml, in a folder of your choosing.

Reset: Resets all fields to the values when the page was loaded, also "To:", "Subject" and "Message". This button may also be used to restore values submitted by the user the last time the page was used in this session.

Verify: You can use this button to prevent inadvertent errors before the message is sent. An alert box shows the security-relevant options and asks for your review and confirmation.

Send: Authenticates, encrypts and sends your message and attachment, including the Envelope Information.

DASHBOARD

Skin: (Default: Automatic) The Skin is the visible zmail used by Zmail to send your message (the Skin is just a transport container, the message is not affected by changes of Skin). The default option uses anti-spam delivery strategies to decide the best Skin to use for each recipient, to assure deliverability of your zmail. Zmail currently offers six Skin options: AUTOMATIC (chosen by Zmail), Mobile (Secure SMS and mobile email), ZLINK (virtual link), ZMAIL (inlined web page), ZMAIL+ (web page attachment), and ZSENTRY (looks as gibberish text, useful for data storage, sending text email and for Instant Messaging).

The Release or Expire times that you select may limit your choice for Skin, due to different requirements for document retention. ZMAIL or ZLINK should be used for messages that expire within at most in 31 days, otherwise, ZMAIL+ should be used.  The choice of Skin has no influence on message security.

Bcc Me: (Default: not checked) If checked, automatically sends a secure Zmail copy to yourself (including any attachments) that does not expire, with a [BCC] tag prefixed to the plaintext subject. Use the checkbox "Bcc Me" in To/Cc to override this choice per message.

TIP: You can use Bcc Me for secure data storage, as an encrypted container that can store any type of data, right at your computer, with message access control. You can use it for data escrow shared with a group of persons — just add them to the recipient's list (To:). For one or at most two users sharing the data, the ZSENTRY Skin is smaller in size and best suited for data storage.

Send Individually (Default: not checked) Controls recipient disclosure after decryption. The default shows to each recipient who all the other recipients are, after the message is decrypted. Check the box "Send Individually" if you want to send your message to each recipient (To:) without disclosing to each other who the other recipients are, for example as a form letter. If you choose to send an archive copy to yourself (Bcc), your Bcc will still have the name of all recipients in the To/CC: field.

NOTE: Zmail sends each message individually encrypted, even when there are multiple recipients and "Send Individually" is not checked. Only the sender and the actual recipient of the message can open the message. These security rules remain the same, whether "Send Individually" is checked or not.

Disclose Recipients (Default: not checked) Prevents recipient disclosure before decryption. The default setting does not show to each recipient who any of the other recipients might be, before decryption. If "Send Individually" is checked, "Disclose Recipients" is considered not checked ("Send Individually" has higher priority).

Plaintext Subject: (Default: checked) If checked, the Subject will be sent in plaintext in the email headers (and also encrypted, in the Zmail).

A visible Subject header can be useful for indexing and searching, for example. The default Zmail behavior is the normal use -- if you keep the box "Plaintext Subject" checked, the contents of this field will be sent in plaintext as the message's Subject header. If you UNCHECK the box, the message's Subject header will be set to your full Name as  [Zmail] from FirstName LastName  in the email header, while the Subject you enter will be sent encrypted only and appear as the "Decrypted Subject" when your Zmail is decrypted.

Zmail Note: (Default: Automatic) If the recipient is new to zmail (i.e., not yet a zmail user), the default option adds short instructions, in plaintext, to help the recipient read your secure message. According to the Skin used (the default Skin is also automatic), the instructions may vary. The option "Always" sends the Note in any case; the option "None" does not send the Note.

Date: Set automatically by Zmail, as the Zmail Timestamp. Read more about the Zmail Timestamp.

Release: (Default: Zero / Immediate) Define when your Zmail may be released for reading. If you select all zeroes, the release is immediate; otherwise, the Release Time is set to the GMT Zone date and hour at the Hours, Minutes and Seconds that you select. Use 0 Days for today, or +Days as needed. Your Zmail message cannot be read before the Release Time.

To facilitate use, the Release Time is always set using the GMT zone. The GMT zone does not change with Daylight Savings Time. The Release Time is visible to the recipient at the bottom of the Zmail message (see Envelope Information). If no release time is shown, the message is available immediately. After the message is released, the decrypted message shows the Release Time in local (recipient's) time and in GMT time, for easy reference.

Expire: (Default: 15 Days) Provides "self-destructing email" function. The message cannot be decrypted after it Expires.  With this control, the sender also limits the right to read the message to its expiration time. The selector for "Expire" is set in Days after today, at the very end of that day in GMT (23:59:59 GMT) plus a number of Hours you select (0-23H). If you choose 0 Days and 0 Hours, the message does NOT expire. See also Release Time.

The expiration time is visible to the recipient, at the bottom of the Zmail message (see Envelope Information). If no date is shown, the message does not expire. An example of Expire choice is "(expires on Wed, 07 Sep 2006 23:00:00 +000)".The expiration time is also shown when the decrypted message is shown to the recipient, in local (recipient's) time and in GMT time, with an indication of the time (days, hours or minutes) left before expiration.

MESSAGE INFORMATION

Contacts: (Zmail Address Book) If you select a name in the list of contacts already in your Address Book, Zmail automatically enters it in the list of recipients (To:). If any of the recipients' names and email addresses are not in the Address Book, they are automatically saved in the Address Book. In addition, cryptographic key management is enabled for that contact. The Address Book can be managed from the Zmail Menu, allowing you to add, edit, delete, export and import contact entries.

To / CC: (Recipient Information) Enter an email address to send to, using the format: "FirstName LastName" <user@isp.com>. You can separate multiple addresses by using a comma. ZSentry sends your message to each recipient, individually encrypted. All recipients must be positively authenticated by ZSentry using the delivery rules you select, before delivery is authorized.

ZSentry App Only:
Type a forward-slash ("/") before entering "Cc" addresses, after the "To" addresses. You can select an email address directly from your ZSentry App Address Book drop-down list, on the right hand side of this field. ZSentry App auto-completes the email address using your Address Book, as you type, allowing you to see a list of hits and easily select one of them with the mouse. Another option is to type the recipient's full name and email address directly into the "To:" field, using the format: "FirstName LastName" <user@isp.com>

To enter multiple email addresses, separate them by commas:
"FirstName LastName" <user@isp.com>,"OtherFirstName LastName" <user2@isp2.com>

To enter "To" and "Cc" email addresses, separate them by a /:
"FirstName LastName" <user@isp.com>/"OtherFirstName LastName" <user2@isp2.com>

ZSentry App enters the comma automatically at the end of each address that it locates in your Address Book. You can also copy-and-paste directly a CSV (Comma-Separated-Value) list of addresses that you import from Excel, Outlook, Mozilla or other source. TIP: Type " as the first character for a list of all email addresses in your ZSentry App Address Book.

Subject: The Subject will be sent both encrypted and in plaintext. For sensitive subjects, uncheck the box "Plaintext Subject" in the Dashboard/Control.

Message: The actual email message body to be authenticated, encrypted and sent. The message window resizes automatically to fit the text vertically. Use the Expand and Collapse buttons in the Message Toolbar, to expand or collapse the message window. You can drag-and-drop or copy-and-paste from your editor. NOTES: You can send messages in any language your browser is setup for, in text or in Rich Text (HTML); your recipients will be able to read them correctly if they also have that language enabled. Your browser may limit the contents of the Message to 32 or 64 kilobytes; attach your message as a file if is too large for your browser.

Text or Rich Text: These are sender-defined formats. The Message will be automatically formatted according to the sender's choice when the Zmail is decrypted by the recipient. The recipient may override the sender's format choice. The options are Text, or "Rich Text" (also called Web page format or HTML).  Select Rich Text rendering to send messages using bold, italics, colors, images, active links and other Rich Text formatting (also called Web page format or HTML). Select Text to send text messages.

Edit Help Hints:
To break the "reply" blue margin in Rich Text, to write your reply, use the "Less Indent" control button. To insert a single line break with Internet Explorer in Rich Text, you may need to press Shift + Enter (if you click Enter only, a double line break may be inserted).  Some buttons may require text pre-selection. If there is no need for pre-selection, your format choice will be applied for subsequently typed characters (after the cursor position). If there is a selected text and all of the characters are already using that format, the format will be removed. Otherwise, all selected characters will become formatted with your choice. HINTS: You may drag-and-drop the Zmail logo and other elements into your Rich Text message. If you select Text after if you select Rich Text rendering, the formatting codes will be visible; new text and HTML codes can be entered/edited manually in Text mode. If you manually add JavaScript, Applet or ActiveX elements, the Zmail security policy may disable Rich Text rendering for the recipient. See also Keyboard Accelerator Hints >>.

Add File (Attach or Inline File): Send files even if attachments are blocked. Easy to read and download, the ZSentry-added files will open as conventional attachments in Mail clients and as conventional files in a browser. Each file will be compressed, authenticated, encrypted and sent together with the email message. The recipient will receive each file in the same format (MIME encoding) that you sent it. The file may be read directly using the browser or downloaded. Size limits apply. BASIC accounts may have smaller limits, as a function of traffic.  Inline format: if this box is checked, the file is inlined as an easy-to-read document that opens directly in the browser, with no reply button. Your message is added on the top as a brief note that the recipient can close. Only one file can be inlined, and currently only works for a PDF file.). See also Secure Document Delivery & Notarization >>

Tracking: Zmail tracks, timestamps and signs each message with a unique code. The Tracking controls enable the sender to self-verify compliance to the use limits set by the sender. Origin, destination, release time, expiration time and message authentications are automatically verified for all messages, independently of any Tracking controls that may be set by the sender, before the message can be read by the recipient.  All ZMAIL messages, including headers and attachments, are copyright-, access- and copy-protected under the US Digital Millennium Copyright Act as well as other US and international laws. By using ZMAIL, the sender limits the right to read the message to its expiration time and original recipient(s).

Message Fingerprint: Message Fingerprint (Default: not checked) This icon identifies the Message Fingerprint (also called Message ID) for Online Notarization, which is the visible digital signature of the Zmail. Zmail calculates, shows and sends this digital signature for the Zmail message, as a 32-character code.  Read more about the Zmail Message Fingerprint.

Return Receipt: Return Receipt (Default: not checked) The sender may request a Return Receipt as a mandatory condition before the recipient can decrypt (read) a Zmail message.

The Return Receipt informs the sender when (the time), where (the IP number), how (the browser or email agent identification), and by whom (the recipient's Zmail-authenticated name and email address) the message is decrypted, every time it is decrypted. The recipient may decline to decrypt (read) the message. The ZSentry Return Receipt request is visible in the Envelope Information and also in the message header "X-ZSentry-Mail-Receipt-To". See an example of the Delivery Report for the Return Receipt.

Delivery: Zmail can be delivered to registered and also to unregistered users. In each case, based on your security and usability needs, you can define the conditions that must be satisfied by the recipient before your Zmail message can be decrypted (delivered):

-Require Registration: (For higher security: check this option) The recipient must register before reading the message. After the recipient registers, delivery is further controlled by the Delivery option specified by you for registered users (see next items).

-Require Login: (For higher security: check this option) The recipient must be registered and login before reading the message. To reduce risk, this process includes mailbox authentication, login monitoring, message expiration, and other control features.

-Read Until Expiration:  (For higher usability: check this option) Available for both registered and unregistered users. The recipient is allowed to decrypt the Zmail, including attachments (if any), as many times as desired until the message expires. The security of the Read Until Expiration mode is based on mailbox authentication, login monitoring, and expiration control. The sender can choose when to expire — the sooner the better for security.

SECURE DOCUMENT DELIVERY & NOTARIZATION

OUTBOX REPORT: The Outbox Report is reached by expanding the top green menu and clicking on its option name.  Logging off or ending the current Zmail session will erase the Outbox Report contents.  You can save the Outbox Report to a local file, print, or send by Zmail. The Outbox Report provides you with a Server Send Receipt for each message, supporting Secure Document Delivery & Notarization according to current evidentiary laws, as follows:

  • Server Send Receipt: Issued by the server and stored in the Outbox Report after the message is sent, giving you the ability to verify document sending, integrity, and delivery, for each Zmail sent during the session.
  • Return Receipt:  (if selected) When the recipient opens your message, a Return Receipt is sent back to you with information on When, Where, How, and by Whom your message was read.  You can compare the Return Receipt with the corresponding Send Receipt.
  • Message ID (Fingerprint):  (if selected) You and the recipient can match the Fingerprint listed in the message received and in the Return Receipt with the Fingerprint listed in the Send Receipt, providing evidence that the message was received as sent (Online Notarization).
  • Message Control:  All ZMAIL messages, including headers and attachments, are copyright-, access- and copy-protected under the US Digital Millennium Copyright Act as well as other US and international laws. By using ZMAIL, the sender limits the right to read the message to its expiration time and original recipient(s).
  • Regulatory Compliance: Zmail satisfies international, US federal, and state requirements for digital signature of documents and secure document delivery, including the Health Insurance Portability and Accountability Act (HIPAA), Federal Financial Institutions Examination Council (FFIEC), International Standards Organization (ISO) 17799, Gramm-Leach Bliley Act (GLBA), Sarbanes-Oxley Act (SOA), and California SB-1386 regulations. Evidentiary laws may vary by jurisdiction.

Keyboard accelerator HINTS

When editing your message in some systems, you can use the mouse or Shift + Arrow keys for selection and drag-and-drop. Hold Ctrl (? Cmd in Mac OS X) for (Ctrl) in the table below, for keyboard accelerators (may also be available with a right-mouse-click):

Cut (Ctrl + X) Undo (Ctrl + Z) Copy (Ctrl + C)
Redo (Ctrl + Y) Paste (Ctrl + V) Select All (Ctrl + A)

RICH TEXT: Hold Ctrl (? Cmd in Mac OS X) for (Ctrl) in the table below, for keyboard accelerators (may also be available with a right-mouse-click):

Bold (Ctrl + B) Italics (Ctrl + I) Underline (Ctrl + U)

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