What is Secure eMail for?

New and existing users alike can now make sure that they are getting the most out of Secure eMail by taking part in our interactive e-learning experience. Just click here for a walkthrough of Secure eMail you’re bound to learn something new.

You can now share any of your 'non-system folders' with other Secure eMail users in your organisation. A 'non-system folder' means a folder that isn’t your inbox, sent items, drafts or deleted items.

The person who sets up the shared folder will be that shared folder’s owner. They will be able to set the permissions that other users have on the folder, for example whether they can add to the folder (write) or only see its contents (read). Ownership of folders can't be changed.

If you have been given access to a shared folder, it will appear in your folder list, and you’ll be able to open it in the same way that you open your other folders.

If your organisation has a mailbox account, your Secure eMail administrator can set up group mailboxes. A group mailbox is a separate mailbox account with its own email address, which can be accessed by more than one user, as long as they have the correct permission.

Users can be given different permissions with respect to a group mailbox. 'Read' access will enable them to view and open email messages in the group mailbox. 'Write' access will enable them to move/copy new email messages into the group mailbox. Lastly, 'mail' access will enable them to send emails within the group.

Your organisation administrator can create and edit distribution lists. This is useful if you have to write emails to the same group of people regularly, as it saves you having to enter their email addresses individually each time. You can include any user of Secure eMail in the list, even if they work for another organisation. The list will then appear in the Secure eMail Directory and can be saved into your personal address book.

If you are a member of a distribution list, you will receive emails into your own inbox.

You can also now create your own personal distribution lists in your personal address group.

You can now carry out a search of the Secure eMail Directory for any other individuals or organisations that use Secure eMail.

You can do a simple search if you know the name of the user you want to find. Alternatively, if you don't know their name, but have other have other information about the user, such as their organisation, type of organisation, location or Criminal Justice Area, you can carry out an advanced search.

For both simple and advanced searches you can ask the system to provide a full match for your search terms, or to find users whose details begin with, end with or contain your search terms. You can choose to find users who match all, or any, of your search terms.

Any distribution lists or group mailboxes that satisfy the search criteria will also appear in the results.

Please note: the above functions will only be available for mailbox users who access the Secure eMail service directly via webmail. Any mailbox users who 'view' their emails through POP 3 software such as Outlook or Outlook express will not have these functions.

Being 'timed out' of your account when you haven't used it for a while helps to protect your Secure eMail account from being used by other people. But from our conversations with users, we've realised that a 10 minute time-out is too short. Consequently, we've now increased it to 30 minutes. So, if you’re logged on to your Secure eMail account but not actually using it, it won't log you out until 30 minutes have passed.

A mailbox percentage bar will show you how much additional storage space you have available for more messages.

it’s easy to reset your password if you forget it. Just click on 'forgotten password?' on the login page, and correctly answer the three security questions. you’ll then be given a one-time password, which you can change to a password of your own choosing the first time you login.

The more your colleagues use Secure eMail, the more useful it will be to you. If you want to invite someone to connect to the service, you can do so at the click of a button. We will then check whether or not they are already connected. If so, we'll let you know and you can start sending them Secure eMails straight away. If not, we'll send them an email invitation to join.

Secure eMail can be used to send emails on behalf of another user, as part of the new, Group Mailbox option If you choose this option, the recipient will see the sender's address followed by the person on whose behalf the message is sent, like this: <SMTP Sender> sent on behalf of <SMTP From>

The help facility on the Secure eMail site is now much easier to use, and includes step-by-step instructions for all the processes and function you might want to use.