User Guide

Setup

• Installation
  • Attachment Reader Only
  • Reinstall
  • Upgrade
• First Startup
• Your New Toolbar and Menu Items

Basics

• Send a Message
• Receive a Message
• What Other Recipients See
• Forward or Reply
• Attachment Expiration
• Retention Policies and Expiration

Advanced

• Read Messages Offline
• Write Messages Offline
• Copy/Print Blocking
• Change Your Default Settings
• Add Expiration Columns to Inbox
• Policy Enforcement

Support

• Installation Errors
• Connection Errors
• Compatibility
• Disable Policy Client
• Uninstall
• How to Contact Us

Installation

Corporate Users

Your system administrator determines how Policy Client will be installed for users on the company network. Follow the instructions provided by your company for installation.

Individual Users

Policy Client for Microsoft Outlook may be installed on any desktop or laptop PC with:

• Microsoft Windows 95, 98, 2000 or NT
• Microsoft Outlook 98, 2000 or 2002/XP (NOT Outlook Express)
• Internet access

Installation can be completed in minutes using our Web-based installer:

1. Go to our Free Policy Client page at www.omniva.com/download.html, enter the information requested (optional), and click Proceed to Download.
2. On the download page, read the full Export agreement, and if you agree to the terms of the agreement, click Download Policy Client for Outlook 98 & 2000. Important notes for Windows 2000 users.
3. The automated installer closes Microsoft Outlook and installs Policy Client.

Problems? See Installation Errors.

Install Attachment Reader Only

If you receive a Policy Client message with an encrypted file attachment (a file with the extension ".da"), and you don't use email software that supports Policy Client, an attachment reader is available as a free download. The current attachment reader works only on Windows-based PCs.

In the received message:

1. Click the install the free Attachment Reader for Windows link to reach the registration page.
2. On the registration page, enter contact information if you would like to be notified of future Policy Client releases (as we add compatibility with different email software), or if you are interested in our Enterprise Edition. Click Proceed to Download.
3. On the download page, read the full Export agreement, and if you agree to the terms of the agreement, click Download the Attachment Reader for Windows.
4. A message displays when installation is complete. You may now go back to the email message and open the attachment.

With only the reader installed, you must be online to read files with the Attachment Reader.

Reinstallation Notes

If you must reinstall, you can do so at any time. Just return to the Download page, or, for corporate users, see your system administrator.

Upgrading

As features are added to Policy Client, we provide all users with a chance to upgrade their software. Policy Client notifies you automatically when an upgrade is available. For Enterprise Edition users, upgrades are usually performed by your system administrator.

You never need to uninstall the old version when you upgrade. The installer program replaces the old version automatically, retaining any settings you customized in the old version.

First Startup

Important notes for Windows 2000 users

Once you have successfully installed Policy Client, you can open Outlook without restarting your computer. When you open Outlook, Policy Client verifies that it is able to contact the Policy Server and downloads keys that you can use for offline sending:

You must be online for Policy Client to contact the server. After this initial setup, you may work without an Internet connection for long periods of time without any loss of Policy Client functionality.

Your New Toolbar and Menu Items

Once you have installed Policy Client, there are a few special buttons and menu items you should be aware of.

Policy Client toolbar. The most visible change to Outlook is the addition of a Send with Policy button and three dropdowns used to specify the attributes of Policy Client messages. Click on any of the new toolbar buttons below for more information.

To see these additions in your compose window, click New to create a new message. The Send button that you used before is still there, but you only use it for messages that you do not want to send as Policy Client messages.

Help menus. Both the message windows and the main Outlook window have new items under the Help menu:

Select About Policy Client for standard version and copyright information. Select Policy Client Help > User Guide to access this user guide. And for problem reporting, Policy Client Help > Report an Incident activates a utility to collect system information used by Technical Support representatives to diagnose problems.

Expiration Status Bar. When you open Policy Client messages in your Inbox or mail folders, this bar shows the amount of time left before the message expires.

To learn more about expiration, see Retention Policies and Expiration.

Send a Message

To send a message:

1. Start a new email message. (If you're interested in seeing what a received Policy Client message looks like, you can address the message to yourself.)
2. Select a retention policy (or expiration time) from the Apply Policy dropdown. You can always use the default setting that is displayed.
3. If you are sending files that should expire when the email expires, set Attachment to Expires.
4. For highly sensitive content, select Block Copy and Print.
5. Click Send with Policy or save the message as a draft.

Once the message is sent (or even just moved to your Drafts folder), it is protected by the Policy Manager system and will not be readable after it expires. This is not only true for the recipient's copy, but for forwarded copies and replies, copies on mail servers, and the copy in your own Sent Mail folder.

Receive a Message

When you open a Policy Client message, the amount of time you have left to read the message is displayed above the message header information, as a toolbar item. If the sender specified copy/print blocking, this information is included.

In your Inbox and other mail folders, these messages are listed exactly like other emails, and they appear in your preview pane when selected. Ordinarily, while they are listed in your mail folders, you can't tell Policy Client messages from plainmail messages. To display expiration data in your mail folders, follow the procedures under Add Expiration Columns to Your Inbox.

In Auto Preview mode, a folder view which shows the first few lines of every message, Policy Client messages appear as:

If connected to the Internet your message will appear. HELP? 1-877-723-3624

You must open these messages, or view them with the preview pane, to read them.

What Other Recipients See

Recipients using Policy Client see your Policy Client messages in the same format you do. The majority of other mail recipients see HTML (Internet-style) messages that include expiration information:

A few mail programs lack the ability to display HTML messages in the email window. For a summary of what many of these recipients see when you send them Policy Client messages, see Compatibility.

Forward or Reply to Messages

When you forward or reply to messages created by other Policy Client users, their policy settings remain in force; the forward or reply is always sent protected. If you create a forward or reply to such a message and click the regular Send button, you are informed that the message must be sent using the Send with Policy button.

Use the Send with Policy button every time you forward or reply to these messages, and you will never see this warning.

A message may be forwarded with a shorter expiration time than the original message. Longer expiration times are ignored.

Attachment Expiration

When you attach a photograph, document or other file to an email, you can set Attachments to Expire. The attachments then share the same level of protection as your email text and cannot be read after the message expires. When you attach files, please note:

• If you set Attachments to Expire but send using the plain Send button, the attachment will not be protected by Policy Client. To send an attachment that will expire, you must use the Send with Policy button.
• These attachments have the extension ".da" when they are received by recipients. For Policy Client users, the files open immediately with the associated program.
• Recipients without Policy Client installed must download a free Attachment Reader program to read these attachments (Windows users only). They can do so by clicking a link that appears in their received messages. Just as they do for all other Policy Client messages, these recipients must be online to view these file attachments.
• Once an attachment sent with Policy Client is saved (as a file type other than ".da") outside the email program, it loses all Policy Client protection and will not expire. When encrypting sensitive material, you may want to remind your recipients in the body of your email that they should not save the attached file.

Attachment Restrictions. In order to protect recipients of attachments that are set to expire, Policy Client only allows the encryption of file types that are considered "safe" attachments, as defined by Microsoft in their Outlook Security Patch of 2000. Files that have the capability of carrying potentially harmful content (content that is executable or that may otherwise affect a recipient's machine) are considered "unsafe" by Policy Client.

Policy Client will not encrypt the following file types:

A Policy Client user who attempts to send any of these types of files with Attachments set to Expire is notified upon sending that the files will be sent unencrypted for security reasons.This allows recipients' virus protection software to scan such attachments for harmful code.

Retention Policies and Expiration

Retention Policies. Every message in the Policy Manager system has an associated expiration time, set by the sender when composing the message. Individual users (using the free download version of Policy Client) set the expiration policy based on the number of days the message content should be visible, while Enterprise Edition users use retention policies that are similar to those of paper-document categories in use.

A retention policy is created by the corporation's document retention administrators and may have a simple label, such as Standard, or a label that includes the expiration setting of the retention policy, such as For Record - 90 days. In Policy Client, retention policies appear in the Apply Policy dropdown.

Expiration. When a message expires, it can no longer be read. A brief note replaces the message contents:

Expiration is achieved by encrypting each message (and any attachments set to expire) with a key that has a limited lifespan. When a recipient opens the message, they temporarily "borrow" the key to read the message. After the period of time determined by the sender's assigned retention policy, the key is destroyed, rendering all copies of the message permanently unreadable.

If you have your mail folders set up to show expiration information, you can see at a glance, not only which messages have expired (they are listed in strikethrough text), but how much time is left for those that haven't expired. How do I do this?

Read Messages Offline

You can read messages created by Policy Client while you are not connected to a network or modem. Messages you have received or sent during the last seven days are automatically available offline. For older email, opening a message while online refreshes it, making it available offline for the next seven days. (Enterprise Edition users may have more or less time to read offline.) No message can be kept readable past its expiration date, however.

When you are working offline and try to open a message that hasn't been refreshed in the last seven days, you are notified that the message is no longer available for offline reading. You must go online and open the message to refresh it.

Write Messages Offline

You can compose and send up to 40 Policy Client messages while you are traveling or otherwise not connected to the Internet. If you exhaust this supply, you are notified:

Your 40-message supply of keys is replenished each time you go online.

Going Offline and Reconnecting. Every time you start your mail program, Policy Client attempts to contact the server over the Internet. If this connection is not made, a message displays, asking if you want to work offline. Click Work Offline if you are not connected to a network or modem. While you are working offline, Outlook will move all outgoing email to the Outbox when you click Send with Policy.

When you are back online, Policy Client detects the connection and switches back to online mode. For dial-up or laptop users who work offline and then connect without shutting down their mail program, force this detection by clicking Send/Receive once back online.

Change Your Default Settings

To review or change your default settings, select Tools > Options and choose the Policy Client tab:

Retention. The retention policy or expiration time you set here is the one displayed in the Apply Policy dropdown in every message you create. Select the type of email you send most often as the default, and you will not have to change this setting as often when composing messages.

If you are using the Enterprise Edition of Policy Client and the Retention dropdown is disabled (grayed out), you are not allowed to change your default retention policy. See your system administrator to learn more about your company's email retention policy.

Expired Message Cleanup. Since expired messages are unreadable, you may set up Policy Client to delete them automatically. To enable this utility, check the Move expired messages . . . box and set the cleanup frequency (from 1 to 31 days). Clear the checkbox to disable the cleanup utility.

To force an immediate cleanup of expired messages, click Clean Up Now. For mail folders with thousands of saved messages, this process may take several minutes, but as it runs in the background, a cleanup job should not interfere with your work. You must be online to use this feature.

Advanced Options. This button displays Policy Server connection data that may be needed by the technical support team if you experience a problem with Policy Client. For proxy server setup information, see Connection Errors.

Copy/Print Blocking

For messages that may include sensitive content, you can limit the recipient's ability to print the email or copy its text into another file. To enable this protection, set the copy/print dropdown to Block Copy and Print while composing a message, and send using the Send with Policy button.

For Policy Client users, such messages include notification of the special status of the message:

These recipients cannot use the commands Cut, Copy, Print, Print Screen, or Save As when this message is displayed. If they forward the message, the resulting email retains copy/print blocking, even if the forwarded message is sent with the setting Don't block Copy and Print.

The protection of copy/print blocking is most effective within a group of users who have Policy Client installed. Recipients without Policy Client installed are similarly limited; however, not all actions can be controlled for all software configurations.

Add Expiration Columns to Inbox

If you are comfortable with somewhat complicated procedures, you can add columns to your mail folders that show when each message will expire. We are working to automate this process, but it is currently manual. To add these columns:

1. In the Inbox, right-click the column header (the bar with the 'From', 'Subject', and 'Received' headers) and select Field Chooser.

2. Click New, define the expiration column as follows, then click OK.

3. Click New again, and enter this info:

4. Copy the following lines and paste (using Ctrl+V on your keyboard) into the Formula field of this box, then click OK.

     IIf(IsDate([D-X]),IIf(DateDiff("d",Now(),[D-X])=1,        DateDiff("d",Now(),[D-X])&" day",        DateDiff("d",Now(),[D-X])&" days"),"")

5. Drag the Readable and D-X columns into the column headers to whatever location suits you.

6. Close the Field Chooser window. If you wish, you may repeat the procedure for other mail folders. Your columns should now display expiration dates and the remaining time Policy Client messages are readable:

Policy Enforcement (Enterprise Edition only)

Policy Client Enterprise Edition users are subject to their company's email retention policy. Depending on the level of strictness of this policy, users may be required to send all messages using the Send with Policy button, they may be strongly encouraged to do this, or they may be granted full discretion in the format of messages they send. An email retention policy may also determine what specific retention policies are available to users in their Compose window.

As a user, the policy in force is evident when you click the plain Send button. If there are rules affecting your ability to send plainmail, you receive either a warning message informing you of the preferred message format or an error message directing you to use the Send with Policy button.

If you have questions about your company's email retention policy, contact your system administrator.

Installation Errors

Upgrading users. If you participated in our beta program prior to August 2000, there is a potential file conflict that cancels the upgrade installation. Should upgrade fail after you are certain no Outlook process is running:

1. In Windows Explorer, go to C:\WINDOWS\SYSTEM\ (on Windows 2000/NT, this is C:\WINNT\SYSTEM\).
2. Locate xmlio.dll and snlee.dll.
3. For each of these, right-click on the file and select Properties.
4. If Read Only is checked for either file, clear this checkbox.
5. Go back to the installation page and complete your installation.

Browser incompatibilities. Most modern Web browser applications support the Policy Client Web-based installer. Exceptions are Netscape 6 and Opera 5, both of which are not yet mature products.

Windows 2000/NT users. Installation may fail without explanation if you are not set up with administrator privileges. If you are installing Policy Client and receive no feedback from the installer program, and you are running Windows 2000:

• If you set up your own PC, consult your documentation to determine whether your user account has administrator privileges.
• If you have a system administrator who performs all software installations, request assistance.
• Once your administrator privileges are set (or a user with administrative privileges is logged on to your computer), go back to the installation page and retry.
• The person with administrator privileges must also open Outlook the first time. After the initial startup, no special privileges are necessary to use Policy Client.

If installation still fails, contact Support.

Connection Errors

After installation, when you first restart your mail program, Policy Client must be able to contact the Policy Server. If you receive an error that the Policy Server could not be contacted:

1. Are you online? Open your browser and ensure that you can access the Internet. Once you have verified that you can make a connection, re-open your mail program and see if you receive the same error.
2. If you still receive the error and you are on a company network, your company might be using a proxy server to access the Internet. Enter global proxy settings through the Control Panel:
• Obtain the proxy server and port number from your system administrator.
• From the Start menu, select Settings > Control Panel.
• Open Internet Options, select the Connections tab, and click LAN Properties.
• Select Use a proxy server and enter the Address and Port for your proxy.
• Restart Outlook.
3. Still can't connect? You may have a complicated network or firewall configuration. Download our Policy Client Diagnose tool from www.omniva.com/cs/csFrames.html, run it, and email the results to support@omniva.com. Our technical support team has compiled a database of network configurations that are compatible with Policy Client, some of which require special procedures or help from your IT department.

How Other Mail Programs Display Policy Client Messages

We have taken great pains to make Policy Client messages compatible with the majority of mail readers in use. Policy Client messages currently display as follows:

Message Displays in Mail Window (inline)

• Outlook 98, 2000, 2002/XP for Windows
• Outlook Express 5 for Windows
• Netscape 4.7 and 6 for Windows
• Netscape 4 for Macintosh
• Netscape for Linux
• Eudora 4 for Windows
• Opera 5 email
• MSN Hotmail, Yahoo! Mail and many other Web-based mail readers
• BlackBerry users on networks using our Policy Gateway for BlackBerry service

Recipient Opens or Saves Attachment to Read Email in Browser

• Outlook 97 for Windows
• Outlook Express 4 for Windows
• Netscape Messenger 3 and 4 for Windows
• Eudora 4 for Macintosh
• Eudora 3 for Windows
• Lotus Notes 4.6 and R5 for Windows
• Novell Groupwise
• America Online 5 and 6
• Text mail readers (Pine, Mutt, etc.) with browser available

Cannot Read Policy Client Messages

• Outlook Express for Macintosh
• AT&T Web Mail
• Earthlink/Mindspring Web Mail
• Offline mail readers (PDAs and some mail reader appliances), or anyone who can receive email but has no Internet access. Note thatBlackBerry users are supported through our Policy Gateway for BlackBerryservice.

Disable Policy Client

Policy Client can be temporarily disabled in Outlook without uninstalling. To disable Policy Client:

1. In the Outlook main window, select Tools > Options.
2. From the Options panel, click on the Other tab, then select Advanced Options.
3. Click Add-In Manager.
4. In the list of mail add-ins, click to uncheck Policy Client.
5. Click OK to confirm the settings in each of the open dialog boxes.
6. Restart Outlook.

To restore Policy Client, just re-check Policy Client in the Add-In Manager, then restart Outlook.

Uninstall

You can remove our software through the standard Windows Uninstall utility. To permanently uninstall Policy Client:

1. Send all messages saved in your Drafts folder.
2. Close Outlook, including open messages, tasks or other windows.
3. From the Start menu, choose Settings > Control Panel.
4. Open Add/Remove Programs.
5. Select Omniva Policy Client for Microsoft Outlook and click Add/Remove. A message confirms removal of this software and returns you to the list of programs.
6. Restart Outlook.

Sent or received Policy Client messages remaining in your mail folders can still be read if they haven't expired, but they will be displayed in HTML style as they are for recipients without Policy Client.

Repeat the above procedure to uninstall the Omniva Attachment Reader. Note, however, that attachments having the extension ".da" (encrypted attachments), will then be unreadable unless you reinstall Policy Client or the attachment reader.

How to Contact Us

If you encounter any problem installing or using Policy Client, or if you come across something that you think might be a bug, please contact us immediately.

Reporting problems. We will be able to provide a faster solution if you identify the type of problem you are experiencing:

• If you have a question about using Policy Client, send it by email to support@omniva.com.
• If you encounter an error, report the incident using Help > Policy Client Help > Report an Incident. This menu option gathers internal information that is useful to our developers for troubleshooting problems, and the data is automatically printed to an email.
• For errors in connecting to the Policy Server, download and run our Diagnose utility from www.omniva.com/cs/csFrames.html, and send the results to support@omniva.com with a description of the behavior you observed.

Your input. Even if you have not had a problem, your comments on and experiences using the product are invaluable to our engineering team. If you have suggestions that would make Policy Client easier to use, or a complaint about something the system does or does not do, let us know so we can take your input into consideration in the next product update.

Contact us by email at support@omniva.com.