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Secure email
Instructions for Use
Contents
Introduction ... 2
Opening an encrypted email ... 3
Attachments ... 7
Sending and Replying to emails ... 8
Returning to and accessing your encrypted emails after you have registered ... 10
Forgotten password ... 11
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Introduction
The IPCC takes great care to ensure that personal information is handled securely. This applies to information when it is in our possession but also when we send information externally.
The IPCC communicates to stakeholders in a number of ways including over email. However when sending emails to addresses that are not on secure government networks, there is a risk that they can be
intercepted and read by unauthorised third parties before they reach the intended recipient.
Owing to this risk, the IPCC has implemented a secure email facility called Cisco Ironport. This system provides a greater level of protection for emails sent to non-secure email addresses.
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Opening an encrypted email
1) When you receive an email from the IPCC, open it like you would a normal email. When the email opens you will see the message shown in figure 1 below.
Figure 1
2) As per the instruction in figure 1, open the attachment, securedoc.html, and the browser window in figure 2 will open.
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3) If this is the first time you have received an encrypted email from the IPCC, you will need to register on the IPCC’s secure email service. The first step is to click on the yellow ‘REGISTER’ button highlighted in figure 2.
4) The screen in figure 3 will then appear. You will need to complete your details and provide a password of your choice. This will be your only opportunity to make a note of your password. The IPCC recommends that you also provide a personal security phrase. For more information on the personal security phrase and the ‘remember on this computer’ tick box, please refer to the secure email FAQs.
Figure 3
5) When you have completed the required fields click the yellow ‘REGISTER’ button highlighted above. When you have successfully registered you will see the screen in figure 4 below.
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Figure 4
6) Close the browser window. You will return to the screen in figure 2, however the ‘REGISTER’ button will now say ‘CONTINUE’. See figure 5 below.
Figure 5
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Figure 6
8) When the system accepts the password, the email you have been sent by the IPCC will then appear – see figure 7.
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Attachments
Secure email is capable of sending attachments to and from the IPCC.
There may be an attachment with your email. If so, it is very simple to view or save the attachment. All you need to do is follow these steps.
1) Attachments will be displayed underneath the subject line of the email (see figure 7). Click on the name of the attachment and you will be prompted to open (view) the file or save (download) it to your computer (figure 8).
Figure 8
2) If you click ‘Open’, the attachment will open on your computer but will not save automatically. For best results, save the file first, then open it in a Web browser.
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Sending and Replying to emails
The IPCC’s secure email service allows for secure two-way email communication. In other words you can reply to the email the IPCC has sent you and your email will also be encrypted.
Please note that if you want to send the IPCC a secure email, you must first request the IPCC to send you an email using the Secure Email service. The only way you can send your own secure email is by replying to a secure email sent to you by the IPCC.
1) If you haven’t already, log in to the IPCC Secure Email service following the instructions in the “Opening a secure email” section.
2) To reply to a secure email, make sure the email is open and click the ‘reply’ button. See figure 7. The window in figure 9 below will then appear on your screen. Write your message in the ‘message’ box and click send.
Figure 9
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Figure 10
4) Click ‘BROWSE’, find the document and select it. The name of the file will appear in the attachment box. Click the ‘ADD’ button to attach it to the email.
5) When the name of the file disappears from the attachment box, the document has attached itself to your email. Click the yellow ‘DONE’ button and you will be returned to your email.
6) Back at the email, the name of your attachment should be displayed as a hyperlink. If it isn’t, go through the attachment process again.
7) When you are ready, click the yellow ‘SEND’ button. When your message has been sent securely to the IPCC you will see this window:
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Returning to and accessing your encrypted emails after you have registered
You may want to access the email the IPCC sent you again after you have registered on the IPCC’s secure email service. In order to do this you will need to keep the original email that the IPCC sent you as you will need to open the original attachment.
1) When you open the email from the IPCC, open the attachment, securedoc.html. See ‘Opening an encrypted email’ figure 1.
2) You will then be directed straight to the logon screen shown earlier in figure 6. 3) Enter your password and click the yellow ‘OPEN’ button.
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Forgotten password
If you get to the logon screen (see figure 6) and you discover that you have forgotten your password, there is a simple process you can follow to reset your password.
1) On the logon screen, click the ‘Forgot password’ link highlighted in figure 12 below..
Figure 12
2) You will be directed to the ‘forgotten password’ page (see figure 13 below).
Figure 13
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Figure 14
4) Retrieve the temporary password from the email that you have been sent. When you login again you will need to enter the temporary password and then immediately choose a new password of your choice. See figure 15 below.
Figure 15
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Figure 16
6) Click the ‘click here to log in’ link and follow the login procedure as previously detailed in these instructions.
7) If after you have clicked the ‘click here to log in’ link, you find you cannot log back in with your new password, close down all the windows you have open and return to the original email in your inbox. Follow the login process from the beginning making sure you enter your new password.
