User Portal - Secure Messaging

This article describes how to send and manage Secure Messages in the Mimecast User Portal. It covers sending Secure Messages to external recipients, viewing message status, extending message expiry, and recalling messages when necessary.

Considerations

• Secure Messaging is only applicable to outbound messages to external recipients. When you send a secure message, external recipients receive a notification inviting them to view your email in the Mimecast Secure Messaging Portal.
• For internal company email addresses, messages typically appear as normal emails within your organization's secure email environment, rather than being accessed via the external Secure Messaging Portal.
• The delivery status of Secure Messages may not always be reflected accurately within the User Portal, despite messages being delivered successfully.
• The Compose feature does not support the inclusion of inline, or embedded images. Any inline images will display within the User Portal, but will not appear when messages are sent to external recipients.
• When composing a Secure Message, the BCC field is not available.
• If total attachment size exceeds 50 MB, the message cannot be sent using Secure Messaging.
• Mimecast Delegate Access: If you are accessing another user's mailbox using Mimecast Delegate Access, the Secure Messaging option is not available. To send a Secure Message the mailbox owner must send the message directly from their own account.
• Microsoft delegate scenarios: Sending Secure Messages via a mailbox shared with a user via Microsoft Exchange / Microsoft Outlook is not supported. Attempting to do so may result in the message being sent as a regular, unsecured email.
• Messages sent from the User Portal cannot currently be routed to a specific downstream DLP or routing solution. If your organization requires strict DLP controls, contact your Administrator.

Sending a Secure Message

You can send a Secure Message from the User Portal by using the following steps:

1. Log in to the User Portal.
2. Click the Compose button.
3. Complete the To, Subject, and message body fields as required.

4. Click on the Secure Messaging icon in the Compose toolbar.

   

5. In the side panel, select a Definition, view the details and apply to the message.
6. Click Apply. 
   A confirmation banner appears at the top of the Compose area, showing the applied Definition name. Clicking on the Secure Messaging icon again will remove the definition and the banner.
7. Click on Send.

After sending, you can manage the message from your Online Sent Items folder.

Understanding message status

Secure Messages in your Online Sent Items folder are indicated by a lock icon. 
When you open a Secure Message, a Secure Message Status panel shows per-recipient read status, expiry date / status and a Details option that will show more information in a side panel.

Managing a Secure Message

After sending a Secure Message, you can extend its expiry date or recall it from your 
Online Sent Items folder, if the applied Definition permits these actions.
You can manage a Secure Message by using the following steps:

1. Log in to the User Portal.
2. Navigate to Online Sent Items and open the Secure Message you want to manage.
3. Use the controls in the message toolbar:
   • Recall: Revokes external recipient access to the Secure Message. You will be prompted to confirm before the recall is processed
   • Extend: Opens the side panel with a date picker to select a new expiry date. The available date range is determined by the Definition applied to the Secure Message.

See Also...

• User Portal - Overview
• User Portal - Online Inbox and Online Sent Items
• User Portal - Archiving
• User Portal - Logging in & Changing Your Cloud Password
• User Portal - User Preferences