University of Rochester
SecureMail Instructions
Start using SecureMail
Pre-notification of Recipients
Before you send a secured email to a given email recipient for the first time, we recommend that you send a non-secure email to alert the recipient and to help the recipient navigate the secure email service sign-up process. For example, the alerting message might contain the following information:
The University of Rochester has begun to use secure email technology when transmitting Protected Information via email.
We will be sending such email to you soon and want you to know the steps you must take to read that email.
- You will receive an email notification from the University of Rochester that a secured email is waiting to be delivered to you and that you need to register one time to receive secured email via Voltage Security Inc.
- Please look for this notification message. Some email systems may put this notification message in your Junk or Spam email folder.
- Please follow the link in the notification message to complete the registration. There is no cost to register for, receive, or reply to Voltage-secured email.
- During the registration process, please make sure that your Web browser is configured with JavaScript processing enabled.
- When you receive a Voltage-secured email message, you will need to open the attachment named "message_zdm.htm". You will be prompted to supply the password that you created during Voltage registration.
- If you have questions or problems registering or reading the email message, you can contact the University of Rochester IT Help Desk by phone at 585-275-2000 or by email at univithelp@rochester.edu.
Instructions to save and send to external secure mail recipients if needed:
Installing and Using SecureMail™ Outlook Plug-in for Windows
Windows Outlook users can send SecureMail with a click of a "Send Secure" button using the SecureMail Outlook Plugin for Windows. To install the plugin:
1. Install the plugin yourself:
Choose “Run” when asked, “Do you want to run or save VoltageEncryption_SecureMail_xxx.msi from secure1.rochester.edu?”.
The security scan will issue a warning that "VoltageEncryption_SecureMail_xxx.msi is not commonly downloaded and could harm your computer." Select the "Run Anyway" option to continue with the installation.
2. Or, request the installation through the University IT Help Desk:
- Email: univithelp@rochester.edu
- Phone: 585-275-2000
- Self-help request: https://selfservice.ur.rochester.edu/HeatWebUI/hss/HSS.html
After the installation, a “Send Secure” button will appear in “Messages” whenever a new message or reply is being composed.
A demo of the installation and send process is available online at www.voltage.com/vsn/trial-install-demo-fl.htm.
Using SecureMail Subject-line Keyword (!secure)
After sending the alerting message, you can mark subsequent messages to that recipient that are to be secured. You mark an email to be secured by including "!secure" (without quotes) anywhere in the Subject line of the email as you compose it. For example, the composed message might look like:
From: John, Smith
To: Doe, Jane
Subject: Research Program (!secure)
In regards to our research program...
--or--
From: John, Smith
To: Doe, Jane
Subject: !secure message - Research Program
In regards to our research program...
The !secure keyword will be recognized by the SecureMail service in any mix of upper and lower case. It will not be removed before the email is secured and sent.
The !secure keyword works from all Exchange 2003, Exchange 2010, and Zimbra email boxes. It works regardless of which mail client is used to access the mailbox, including mobile email apps.
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How do I access and read SecureMail received?
Voltage-secured email arriving at Voltage federation email boxes will be decrypted automatically. No login or special action is required by the recipient.
University email addresses ending in the following are Voltage federation email boxes:
- @rochester.edu
- @ur.rochester.edu
- @mail.rochester.edu
SecureMail received in any other email box
Secured email arriving at other email boxes (including other University email boxes) requires that the user be registered for the SecureMail service. If not currently logged in, the user must provide a password before SecureMail will decrypt the secure message.
- User must register for the University SecureMail service. The user will be prompted with the first email. The recipient’s web browser must have JavaScript enabled in order for this Web page to display correctly.
- To read the email, the user must open the attachment named "message_zdm.htm". If the user is already registered, the user will be prompted to supply the password created during Voltage registration.
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Quick Start and other instructions
- SecureMail Step-by-Step: Subject Line Keyword (!secure)
- SecureMail Step-by-Step: Windows Outlook Plugin
- SecureMail Step-by-Step: Receiving and Reading Secure Mail
- SecureMail Step-by-Step: Instructions for External Recipients
- Voltage-supplied instructions
- Voltage-supplied troubleshooting tips
- Enabling JavaScript
A demo of what a recipient sees is available online at www.voltage.com/vsn/vsn-zdm-demo.htm.