Client Training Manual

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Contents

Quick Summary on How to Open Encrypted Email from Arlington

County……….2

I. Overview ... 4

A. Overview of Email Encryption with Arlington County Government ... 4

Link to YouTube training video ... 5

II. Clients, Partners, and Customers (non arlingtonva.us accounts) ... 6

A. Opening Arlington County Government Encrypted Email ... 6

B. Opening an Encrypted Email without a Microsoft Account using a Passcode ... 19

IV. Replying to an Encrypted Email ... 26

A. Replying to a Secure Email ... 26

V. Mobile Devices: ... 28

A. Opening an Encrypted Email on an iPhone. (iPhone and iPad iOS 6.0 or later) ... 29

2 Quick Summary on How to Open Encrypted Email from Arlington County

Steps

1. Open the encrypted email you received from Arlington County

2. Click download message

3. Sign in



There are two options to sign in

 First option: You can sign in using your Microsoft account,

Outlook, Hotmail, or MSN. If you don’t have an account

already, you can create one

4 I. Overview

A. Overview of Email Encryption with Arlington County Government

Arlington County Government’s email system (O365) has the capability to encrypt email messages sent to outside individuals email accounts (i.e. Yahoo, Gmail, Hotmail, etc...). With this capability users will be able to send

sensitive information to clients/customers using the encryption confidential setting that will encrypt the user’s information in transit to better protect their sensitive information.

*The document and the steps below explain on how to use the Arlington County encrypted email system.

Some important reminders for encrypted email:

 Arlington County Government employees will be able to send encrypted email along with attachments to outside clients, customers and residents.

 Recipients will receive the encrypted email in their inbox, and will be asked to download the message to view it. Upon downloading the message the recipient can either sign up for Microsoft (MS) Account or use a passcode to log-in and view their message.

o Users with email addresses will not have to sign up for an MS account if it is the same email addresses that received the encrypted email.

 Windows Live Account  Microsoft Outlook  Hotmail

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 Billing Details are optional when creating a Microsoft Account.

 Any replies, reply all, or forwarding of the encrypted message will continue to encrypt the message.

 Users must always tag an email with the Sensitivity setting: Confidential to ensure their email is being encrypted when sending Prohibited, Restricted, or Confidential data.

 Outside clients/customers will not be able to send an encrypted email first, the initial encrypted conversation will have to begin within Arlington Counties Domain (arlingtonva.us) by an employee of Arlington County Government.

 Arlington County employees after receiving a reply to an encrypted will need to download the message and simply use their Arlington County User ID and password to log-in to view the message. County employees will not have to register.

**Please keep in mind that an individual may receive encrypted/secure emails from other jurisdictions or clients,

this document pertains to Arlington County’s secure messaging system and how to use it for secure emails.

Link to YouTube training video

6 II. Clients, Partners, and Customers (non arlingtonva.us accounts)

A. Opening Arlington County Government Encrypted Email

Step 1

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Step 2

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Step 3

 If this is your first time viewing an encrypted email from Arlington County, you will have two (2) options to view it:

1. To sign up for a Microsoft Account to view the Email

2. To create a one-time passcode (no need to create a Microsoft Account)

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Step 4

 Click on “Create a Microsoft Account” (shown above as option1) if you decide to create a Microsoft Account

 After you click create account, the following window will show

 Fill in the fields with your information (Steps for option 2 is available in Section B (Page 13) of this document)

 After you fill in the fields with your information, click on “Create Account” as shown in the picture below

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Step 5

 After you click on “Create Account”, the following message will show

o NOTE: The User Name field will be populated with the Email Address you tried to view the E-mail with. Using this email address will send a verification email to that address

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Step 6

 You will be asked to verify the email address that you used to link to your Microsoft Account

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Step 7

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 Once you logged in as shown above, you should see that your account was verified as shown here

Step 7

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Step 8

 You should now see the encrypted email that was sent to you from Arlington County

 Next time you receive an encrypted email, you do not need to go through the process of creating a

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B. Opening an Encrypted Email without a Microsoft Account using a Passcode

Step 1

 Open the email received from Arlington County to view the E-mail Portal. This might appear differently in other email accounts, but the concept is the same. Click download and open message.

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Step 2

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Step 3

 Once you click on the link shown above, the following screen will show

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Step 4

 You will receive an email with the passcode from Microsoft Office 365 as shown below o Click on the email to see passcode

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Step 5

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IV. Replying to an Encrypted Email

A. Replying to a Secure Email Step 1

 Open the message you would like to Reply, Reply All to, or forward using either a passcode or logging in with your Microsoft Account

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Step 2

 Once you logged in and get to the Arlington County email you received, click on the desired action (reply, Reply to All, or Forward)

 All emails that are replied to will include those individuals were copied on the email

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V. Mobile Devices:

 The below steps are used to get an encrypted email working on a smartphone or tablet device using the respective stores for each of the mobile operating systems

 With each of these devices users will have to download an additional application called O365 Message Encryption Viewer or OME Viewer for short

 This application is provided for free by Microsoft Corporation and is used to open secure emails from Arlington County secure messaging system

 For the iPhone/iPad you can find the application in the Apple Store (App Store)

 For Android devices, it is located in the Google Play Store.

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A. Opening an Encrypted Email on an iPhone. (iPhone and iPad iOS 6.0 or later)

Step 1

 Open the message from your email box and tap on the message.html file

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Step 2

 Tap ‘download it now’. The app store will open and you can download the app

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Step 3

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Step 4

 The OME viewer will open the Encrypted email and allow the user to the option to either Sign-In or get a one-time passcode

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Step 4

 Once you’re logged into the message (via sign-in or one time passcode), you can view it, reply, forward, or reply all to the message as shown below

 To do this tap on the 2 arrows pointing back words and this will give the options

 Simply type your email and click send.

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B. Opening an Encrypted Email with Android (Android 4.0 and up required)

Step 1

 Find the email in your inbox

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Step 2

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Step 3

 This will open the Google Play Store and allow you to install the O365 Message Encryption Viewer

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Step 4

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Step 5

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Step 6

 You will be taken to the Encrypted email portal to either sign in with your MS account or request a 1 time passcode to view the email

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Step 7