This document provides instructions on how to access ZixMail

ZixMail® User Guide

Table of Contents

• ZixMail Client Computer Requirements – page 3

o Supported Web Browsers

o Client Email System Requirement

• Accessing the ZixMail Application – page 4

o Registration

• Using ZixMail – page 8

• Attach Files in ZixMail – page 11

• Problems Using ZixMail – page 15

o Help Function

o Common Problems

o Support

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ZixMail Client Computer Requirements

Supported Web Browsers

Microsoft Internet Explorer 3.02 with file upload add-in

Microsoft Internet Explorer 4.0 or higher

Netscape Communicator 4.04 or higher

Client Email System Requirement

HTML (graphical) embedded emails supported

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Accessing the ZixMail Application Registration Steps…

You will receive an email similar to the one shown below.

• Click on “Click here.”

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• Note: The red asterisks (*) indicate required fields.

• On the Registration page, enter a Password that complies with the Password Rules shown, re-enter it, then enter a Password Reminder Phrase.

• Click Submit Password.

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From America On-Line:

• Log into AOL as usual. Do not use AOL’s built in browser located on the AOL menu bar. Instead minimize AOL and choose another browser, i.e. Netscape or Internet Explorer. Either of these browsers will work in conjunction with AOL.

• Continue following registration instructions From Netscape Navigator or Internet Explorer.

SHORTCUT: After you have logged into the ZixMail application, you may wish to add it as a Bookmark or Favorite depending on which browser you are using. By adding it as a Favorite you can “jump” directly to the ZixMail application without having to remember the internet address.

To add a Bookmark...

From Netscape Navigator:

• In Netscape click on the Bookmarks drop down list.

• Choose add a bookmark from the list.

From Internet Explorer:

• In Explorer click on the Favorites drop down list from the menu bar.

• Choose add a favorite from the list.

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If you forget your password after registering (and the hint phrase doesn’t help!), you can reset your password as follows:

• At the ZixMail login page type in your full email address (i.e. jdoe@some.com) and click on Forgot Your Password?

• The ZixMail system will then email a temporary password to your email account. Once you receive the temporary password, copy and paste it into the login screen, with your full email address, and click on the Log In button.

• You will then be prompted to enter a new, permanent, password and hint phrase.

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Using ZixMail

Viewing Packages in your Inbox

To view a package in your Inbox, follow these steps:

Once you have logged into the ZixMail system, the ZixMail opening screen will appear. You will be viewing your Inbox.

To open and view a message in your Inbox, click on the link in the ‘Subject’ column.

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From this page, you can only Reply and Delete. You can also save the message text as a file on your hard drive by clicking Save Message Text.

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Changing Your Password

The security provided by an authentication mechanism depends upon the authentication credentials (i.e. password) of a user being kept a secret. Therefore, authentication credentials may be subject to attack whenever they are used, stored, or even known. To reduce risks of attack, authentication credentials must be used carefully.

The following recommendations will help reduce these risks of attack:

• Never write down your password.

• Never share your password with anyone.

• Never use your password for another purpose.

• Change your password every 60 to 90 days.

• Change your password immediately if you think it has been compromised.

STRONG PASSWORDS COVERAGE:

The use of a strong password is necessary to reduce the risk of an attacker guessing your password. For a password to be considered strong, it should:

• Be at least eight characters in length.

• Be significantly different from previously chosen passwords, and from other passwords currently in use.

• Not contain your first name, middle name, last name, nick name, user name, or email address. It should also not be a name of someone you know.

• Not be a common word or name.

• Contain at least 1 uppercase and 1 lowercase alphabetic character, 1 numeric character, and 1 symbol as shown in the following table:

Character Examples

Alphabetic characters (uppercase and lowercase):

A, B, C…; a, b, c,...

Numeric Characters: 0, 1, 2, 3, 4, 5, 6, 7, 8, 9

Symbols (all characters not defined as letters or numerals):

` ~ ! @ # $ % ^ & * ( ) _ + - = { } | [ ] \ : " ; ' < > ? , . /

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Attach documents in ZixMail

You can attach new files when you reply to the senders.

To attach a file to a message you are composing:

1. Click Attach File at the top of the message. The Attach File page displays.

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2. Click Browse. TIP: You can also type the path to the file. The File Upload dialog displays.

3. Select the file you want to attach by navigating to the folder and highlighting the file name.

4. Click Open. The file name appears in the box next to the Browse button.

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5. Click Add File. The file name appears in the Attachments field. Repeat the steps above until all files are attached.

6. Click Attach.

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You are returned to the previous page with the files attached.

Note: To verify that all of your files are attached, click the arrow next to the Attachments drop-down field. All of the attached files are listed.

You may attach as many as 10 files up to a total 15 MB

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Problems Using ZixMail? Help Function

http://www.ZixMailhelp.com/webhelp/portalhelp.htm

Common problems encountered using ZixMail

1). User keeps getting locked out or has never been able to successfully pick up a package.

Common reason for problem – Internal email address does not match external email address. For example an email sent to jdoe@xxx.com gets routed to through their internal email system to their internal email address of jane.doe@xxx.com. The users email system attempts to login as jane.doe@xxx.com (internal email address) when the user clicks on the link for the package. Login is unsuccessful because ZixMail shows that the package being sent to jdoe@xxx.com.

Solution – Either bookmark https://securemail.mgs.com and type in the address that ZixMail recognizes or contact sender of email and ask them to send future packages to internally recognized email address.

2). User is not receiving emails.

Common reason for problem – User’s SPAM filtering program/system is blocking ZixMail emails.

Solution – Update program/system to accept ZixMail emails.

Additional support

Via email: Please send an email to “support@ZixMailcorp.com” detailing your problem. Include your phone number if you would like a call back.

Via phone: Call 1-888-576-4949 option #1 Monday through Friday, 7AM EST to 9PM EST.