RPost – Outlook Quick Start Guide
This document outlines the steps to send an email using the RPost services and a brief description of the features
available with the RPost add-in for Microsoft Outlook. Screen shots are from Microsoft Outlook 2010.
Service Overview
Compose Email• Compose an email like any other message. • Attach files of any type to the email. • Press the “Send Registered” button.
Note:
• RPost emails may have up to 50 recipients per message. • RPost emails may be up to 20MB in size or up to 200MB
with the LargeMail service in use.
Send Dialogue Panel
The feature dialogue appears after the “Send Registered” button is pressed. Choose any of the advanced options to register, encrypt, send for electronic signature or send a large file.
Note:
• Click the “Options” button on the bottom of the pop-up to configure the service to your needs.
• Please contact your IT specialist or contact RPost to learn more on how to set the feature and service defaults and special configurations available.
Sent Item
After the message is sent, the email is placed in the sent folder in Outlook along with other emails and includes the phrase, “(Sent Registered)” in the subject for your records. Note:
• The phrase “Sent Registered” at the end of the subject line is NOT seen by the recipient but rather an identifier for the sender.
• If you look in the sent box within 30-seconds of sending you may see “.rpost.org” placed at the end of the
Registered Email Message (standard)
Recipient View: The recipient of a Registered Email message contains markings to have the message stand-out in the recipient’s mailbox. The receiver is not required to take any action to view the email or attachments.
Markings include:
• “Registered:” in the subject • Registered Email banner
• “This is a Registered Email message from Name” below the banner
Note: Sending “Unmarked” Registered Email messages remove all RPost markings.
Acknowledgement™ Email (optional)
Shortly after sending an RPost email the sender receives an “Acknowledgement” email. This email is sent to give awareness that the email has left the sender’s company mail system and has been inducted by RPost for processing. This is also a placeholder until the Registered Receipt email is returned to the sender.
Note:
• The Acknowledgment may be disabled in the options panel of the RPost software.
• Bcc addresses are not recorded in the Acknowledgement email.
Registered Receipt Email
RPost provides a Registered Receipt email as the sender’s proof of delivery, content, time and proof of compliance for messages sent through the RPost system. This receipt is a self-authenticating, verifiable record and is returned to the sender within approximately two-hours or less and
automatically files into a “(R)eceipt” subfolder of the inbox. The data embedded and attached to the receipt allows the Registered Receipt email to be verified on demand, for use in the event of a dispute involving the email for which it represents.
Note:
• To verify the receipt forward it, along with the attachment, to [email protected].
• If you do not receive a Registered Receipt email within three hours of sending, please check your mail filter and/or set the domain rpost.net as a safe sender.
Receipt Authentication™ Email (disputes only)
In the event of an email dispute where a Registered Email message was involved, the sender may forward the receipt to the opposing party as their proof record. The opposing party may verify the Registered Receipt email by forwarding the receipt along with all attachments to [email protected]. The Registered Receipt email contains all the information of the email including the audit trail and message body and attachments. The purpose of having the receipt in a self-authenticating format is to resolve disputes quickly and effectively. Any email can easily be change with just a few clicks of the mouse, including attachments. When a Registered Receipt email is verified by sending it to the address [email protected], the RPost system (a) verifies the receipt’s integrity, (b) re-constructs the original delivery audit trail and transmission times and associates that delivery with the message content including attachments and (c) sends this information by email in a Receipt Authentication message back to the party that submitted the receipt for
verification. Without verifying the receipt, the message delivery, content and times may be subject to disputes similar to a traditional email.
Options Panel
RPost allows the sender to adjust and set default features in Outlook for a customized experience. Access to the options are from the following locations:
• The “Options” button on the feature pop-up. • Outlook 2000, XP & 2007:
Tools > Options > Registered Email (tab) > Options • Outlook 2010, 2013:
File > RPostOffice Email Options
Service Features Included
Upon pressing the “Send Registered” button on the compose page, a dialogue pop-up appears with the on-demand
features available. This dialogue box may be configured in Outlook by pressing the “Options” button on the
feature pop-up.
Standard – send with official banner markings The Registered Email message is sent with a special Registered Email banner and identifying markings. This ensures the Registered Email message stands out in the recipient’s inbox, regardless of email client, as being sent with high importance and with proof and accountability. There is no recipient action required for the recipient to view the email or attachments.
Unmarked – send messages without official banner The Registered Email message is sent with no banner or markings. This allows the sender to have proof of delivery, content and time without raising awareness to the recipient that the sender has this proof. The sender will receive a Registered Receipt email proof record with this option as with all RPost featutes.
eContract–request recipient signature to record agreement Allows the recipient to electronically sign and timestamp an email and each page of attachment(s) entirely by email. eSignOff by Hand
• Handwritten mouse-scripted signatures applied to documents
• Obtain recipient or multiparty signatures on documents
eSignOff by Email
• Recipient signs in agreement with two clicks of the mouse to sign and time/date stamp documents
Encrypt – send end-to-end encrypted for extra privacy Simple to use and secure end-to-end encryption service. The receiver is required to insert a password to open the message and does need not use any special keys, create any accounts or download any software.
A setting in the options panel will allow the button to automatically generate a decryption password if preferred.
LargeMail
This feature is used when a sender would like to send a n email with cumulative attachment size of up to 200MB in size. This feature may be combined with encryption to add privacy.
The recipient clicks on a Largemail link in the received email directing them to a portal where they have 14-days to download and save the attachments transmitted.
SideNote®
Sending an email with a SideNote places this private note in a yellow “sticky notes” look and feel for Cc and Bcc message recipients.
The SideNote message will never be viewed by the recipients in the “To” field or non-designated “Cc” or “Bcc” fields.
Convert to PDF
Convert Microsoft Office attachments to PDF format with one click en-route. The attachment in the “Sent Items” folder remains in the native format; the recipient will receive the attachment as a PDF.
Convert to PDF with Encryption (password protection) Convert Microsoft Office attachments to PDF format with one click en-route and add password protect the attachment. The sender must provide or have a pre-arranged password for the recipient to input before viewing the password protected PDF.
Note:
• The email body will be viewed in the recipient’s mailbox without a password required.
• The attachment in the “Sent Items” folder remains in the native format and does not require a password to open or view.
Scrub Hidden Metadata
Remove metadata from a Microsoft Office attachment en-route to reduce potential exposure to hidden information saved in the properties of the file.
Note: The attachment in the “Sent Items” folder retains the document’s metadata.
Zip Compress
Compress attachments en-route to reduce the file size of the attachment(s) the recipient receives in their inbox. This service is not compatible with encryption due to an Adobe Reader security setting.
Note: The attachment in the “Sent Items” folder is not Zip compressed.
Register Reply
Message with the “Register Reply” service activates the recipient’s reply to be a Registered Email message without any special software or account set up required by the recipient.
This feature is selected only if a user would like to allow the reply to the email to come back to the original sender as a Registered Email message. The recipient does nothing more than press the ‘Reply’ button on their mail program. The sender receives a receipt for both the email sent and the reply email.
Client Code
Senders that wish to assign a client/reference or matter code to each Registered Email message sent may add the code to the feature pop-up before sending.
The code is documented on both the Registered Receipt email in the “Message Envelope” section and in the “Client Code” column of the usage reports.
Digital Seal®
Sender Signature and Authentication: This option provides the recipient with proof of authorship, authenticity and content for the received email. They may verify the sender’s address, message content and transmission time by
forwarding the email to [email protected].
This feature allows the sender to electronically sign and timestamp an email to verify the sender and authenticity of the message.
All PDF attachments will be signed with a PKI digital signature to maintain the file’s authenticity and will be signed on the bottom right corner of every page with the sender’s address and time and date stamp.
Electronic Signature
Sign the email with the sender’s hand written signature, with watermark date stamp, scripted with the mouse on the touchpad.
RPost stamps the sender’s scripted signature, email address and time/date on the email body received and the bottom right corner of all pages of any attached PDFs. The buttons below allow you to add, save or clear the sender’s scripted signature for that message or expand the touchpad for easier signature drawing.
Add - Click “Add” to insert the sender’s saved signature stored within the button software.
Save - Click “Save” to store the scripted signature within the button software stored locally on the Outlook mail client. Clear - Click “Clear” to erase the signature on the touchpad.
