How to read secure mails

Accessing a secure mail

1. You will receive a notification email containing a link to your secure message. The notification might look like this:

2. Click the Access the message button to open the message in your web browser. If you cannot click the button, copy and paste the provided link into your browser's address bar.

3. Once you click the link, you might be prompted to accept the Terms of Service if system administrators enabled it.
   Then, you will be prompted to authenticate using one of these methods, which the sender defines when sending the message:

   • Email One-Time Passcode: You'll receive a unique, time-sensitive One-Time Passcode via email. Enter this code to access your message.

   • Password: Use the password provided by the sender.

   • Cookie: A temporary cookie will be stored in your browser.

     ⚠️ When using the Cookie method,

     • You will receive a link that can be initially accessed from any device or by anyone having access to the link.
     • Once the link is opened, you can select the authentication method to reaccess the message.
     • If you select the cookie method for reaccess, you must use the same device and browser to reaccess the message. Accessing the message from a different browser or after clearing cookies is impossible. 
   • SMS One-Time Passcode: You will receive a unique code via text message to the phone number provided by the sender.
   • SSN-Auth: Access your message using your Social Security Number or National Identity Number

I can't access the secure mail I received. Why?

• If you copied the link manually, make sure that you did not misspell it.

• The message might be removed or expired.

• Your Secure Mail administrator might have restricted the email addresses that can receive secure mails. Contact the sender or your administrator.

Reply to a secure mail

Below is an example of a confidential message.

• To reply to a message, select Reply (1) or Reply All (2).

• To forward a message, select Forward (3).

• To save a message on your device, select Save (4). You can save the message as a compressed file, encrypted compressed file (.zip), or as an email file (.eml). Finish by selecting Download.

• To delete a message, select Delete (5). Deleting a message also terminates the session.

Receiving and replying a secure mail in plain text

If the system administrator has enabled Plain text in the mail routing rules, you can receive Secure Mail in plain text to your mailbox.

When replying to Secure Mail that comes to you in plain text, remember to add your organization's chosen secure extension (for example, .s) to the end of the recipients' email addresses. If you include this secure extension, your reply will be sent as Secure Mail rather than regular mail.

Authentication flow when replying to a secure mail

Secure Mail supports flexible authentication choices during messaging.

The default authentication method is automatically set in every mail, including replies, unless the sender changes it. If you wish to maintain the same security level the sender selected for your reply, click the Security Settings button on the mail compose page and select the desired authentication method.