Proofpoint Encryption Help
Using Proofpoint Encryption
Contents
Adding an Attachment to Encrypted Email
Reading a Secure Message on a Smart Phone
Resetting Your Expired Password
Receiving Encrypted Email
You have received a secure, encrypted message from the sender.
Click the attachment in the message to launch a browser to authenticate so that you can decrypt and read the message.
Note: If you see red X icons in the browser, your email client is blocking images. These images are typically the logo or images of the sender’s organization. You can display the images or ignore them without affecting your ability to read the message.
- If you have not registered for Proofpoint Encryption, you will be prompted to create an account and choose a password on the Registration page. Click Continue when you are done. In the future, you will not be prompted to register.
- If you have already registered, or if your account already exits, you will be prompted to sign in and provide your password to decrypt the message. Click Continue.
- If you sign in, and the Login screen returns with a field that you can edit for your user name, it means Proofpoint Encryption found a record for you, but the email address is different – perhaps an email alias. Enter a different address to sign in. For example, a record for jsmith@example.com exists, but you entered joe@example.com – your alias for jsmith.
Forgot your password?
If Proofpoint Encryption is configured to allow you to reset your password, click the Forgot Password link. You will be prompted for your security question. Create a new password for your account.
Replying or Forwarding
Your ability to reply to or forward an encrypted message depends upon the sending organization’s policies. If you do not see a Reply, Reply All, or Forward link, it is because the sender of the message cannot allow recipients to reply to or forward the message.
When you reply to a message, your reply will be sent securely.
Adding Recipients
The ability to add or edit the recipient list when you reply to a message depends upon the sending organization’s policies. The To and CC recipient fields will either be fixed so that you cannot change them, or you will be allowed to add or delete recipients from these fields. Separate multiple recipients with a comma.
When you forward a message, you can always edit the recipient list.
Note: The sender’s organization has the option to restrict secure messages to specific domains. If this is the case, you will see an error message if you try to forward a secure message to a recipient that is not allowed to receive it.
Send me a copy
Proofpoint Encryption does not automatically place a copy of a secure message in your Sent folder. Click Send me a copy when you forward or reply to a secure message so that a copy will be sent to your address for your records.
Adding an Attachment to Encrypted Email
If you want to add an attachment to a message, click the Attach a file link. Navigate to the file you want to attach and then click the Add link. The name of the attached file displays in the dialog box. Click Upload when you are done adding attachments.
To delete an attachment from a message, click the X link to the right of the attachment.
Note: The (combined) attachments cannot exceed 15 MB in size.
Resetting Your Expired Password
Your email administrator can force your password to expire after a designated period of time according to your organization’s security policies. You will see a “Days until password expiration” message when you read or compose a secure message. Click the link to reset your password. If your password expires before you have a chance to reset it, you will be prompted to reset your password the next time you try to compose or read a secure message.
You may also be required to reset your password the first time you log in to Proofpoint Encryption depending on how your account was initially set up by the administrator. Or, if you forgot your password and your administrator gives you a new temporary password, you will be required to reset it and select new security questions.
Reading a Secure Message on a Smart Phone
Some Smart Phones cannot download files, and some Smart Phones modify HTML files. Since your secure message is sent to you as an HTML attachment, you may not be able to read it on your Smart Phone. If you have trouble reading your secure message, follow the instructions to forward the message to another server. You will then be able to download the message from the server to read it.
Troubleshooting
This section describes error messages and what they mean.
- You authenticated successfully, but do not have permission to decrypt this message.
You do not have permission to decrypt this message. Or, the administrator has disabled your ability to decrypt the message. Contact your email administrator. - You authenticated successfully, but the decryption key for your message has been deleted.
The decryption key for this message has expired or has been deleted. Contact your email administrator. - There was a critical error processing your request. There may be a problem with the system or your request.
Proofpoint Encryption is temporarily unavailable. If this situation persists, contact your email administrator. - The message you are trying to read is corrupted and cannot be processed. Please contact the sender of the message.
The message is corrupted and cannot be decrypted. Contact the sender of the message. - The page you requested was not found. If you clicked a link to get here, click the Back button in your browser to return to the previous page.
The page you are trying to view in the browser is not available or does not exist. Click the Back button in your browser. - The username you requested has already been registered.
You have already authenticated with Proofpoint Encryption. - There was an error retrieving the key for your message. If this error persists, please contact your administrator.
The key server is temporarily unavailable. Try again later, and if you still cannot decrypt the message, contact your email administrator. - Your account has been disabled.
Your email administrator has disabled your account. - Login Disabled
You do not have permission to perform this action.
Other Issues
Error with Large HTML Secure Messages.
If your HTML message contains more than 500 KB of content, you may encounter a “Large Message Warning” error message. This limitation applies to Firefox 3.X or Internet Explorer browsers when you reply to the message or forward it. This limitation does not apply to plain text.
Intermittent Problem with Replying to or Forwarding Secure Messages
If Proofpoint Encryption hangs when you try to compose a message and click the Reply, Reply All, or Forward links, click Cancel and try again. If the original text of the secure message does not display in the browser, refresh the browser or close the browser and open it again. The behavior is infrequent, intermittent, and typically works the second time around.
If you use Outlook 2007 on Windows Vista.
Do not save the SecureMessageAtt.htm attachment to disk and then try to open it. Open it from the email message.