5 Using Sealed Email

This section covers the following topics:

• Creating and Sending Sealed Email

• Opening Sealed Email Messages and Sealed Attachments

• Creating Sealed Email Replies

• Forwarding Sealed Email

5.1 Creating and Sending Sealed Email

This section covers the following topics:

• About Creating and Sending Sealed Email

• Creating and Sending Sealed Email using an Integrated Email Application

• Creating and Sending Sealed Email using an Existing Document Attachment

• Creating and Sending Sealed Email using Sealed Email Document Format

5.1.1 About Creating and Sending Sealed Email

Note:

The recipient of a sealed email will be able to read it only if he has Oracle IRM Desktop installed on his computer and he has been given sufficient rights. It is recommended that you insure intended recipients have Oracle IRM Desktop installed or know how to obtain it, especially if you send emails outside your own organization.

There are two main ways to create sealed email, subject to your rights and the software that you have installed on your system:

• If you use Microsoft Outlook or Lotus Notes, Oracle IRM sealing options can be integrated directly into your email application. You can mark an email to be sealed as it is sent. This allows the very easy sealing of new emails, replies, and forwarded emails. Replying and forwarding of sealed emails are handled very much like regular replying and forwarding, enabling you to participate in email threads where all the messages are sealed.

• You can use any email application to send any sealed document as an attachment. The attachment can be any sealed document, including one that has been created specially as a sealed email document using the facility added to Windows Explorer. The advantage of using the special sealed email document format is that your message will look and behave more like a regular email for any recipients who use Oracle IRM Desktop with email integration enabled.

5.1.2 Creating and Sending Sealed Email using an Integrated Email Application

Rights:

To create a new sealed email and send it, you need the Seal right. See Section 2.3, "About Rights".

Use the following procedure to create and send sealed email using an integrated email application (Microsoft Outlook or Lotus Notes):

1. Enable integration with your email application by doing the following:

   1. Open the Oracle IRM Desktop Options dialog (either from the Windows Start menu or from the Oracle IRM icon in the notification area).

   2. Select the Email tab.

   3. Select the checkbox against the name of your email application, then click OK.

      Note:

      Integration with Lotus Notes must have been previously set up in accordance with Section 1.7, "Integrating Lotus Notes with Oracle IRM Desktop".

2. In your email application, click the New Sealed Email button.

3. In the message creation window of your email application, make sure that the Seal on Send button is in the pressed down position.

4. Write your email and go to send it in the usual way. You will be asked to select a sealing context before the message is sent.

5.1.3 Creating and Sending Sealed Email using an Existing Document Attachment

Rights:

To seal a document, and to send it by sealed email, you need the Seal right. See Section 2.3, "About Rights".

Use the following procedure to send sealed email using an existing document that contains the information to be sent:

1. If the document to be sent is unsealed, seal it in the usual way.

2. In your email application, create a message, attach the sealed document, and send it in the usual way.

5.1.4 Creating and Sending Sealed Email using Sealed Email Document Format

Rights:

To create and edit a document in sealed email format, you need the Seal right and the Reply right. To send a sealed email using the integrated email applications, you need the Seal right. See Section 2.3, "About Rights".

Use the following procedure to create and send a sealed email using an attachment in the sealed email document format:

1. Open Windows Explorer, select the File menu, select New, then select Sealed Email Message.

2. In the Context Selection dialog, select the context in which the message will be sealed.

3. In the Save As dialog, select the name and location for the sealed document. Make sure that the Open new sealed document box is checked.

   If you have been authorized to allocate item codes manually (see Section 2.7, "About Sealed Document Item Codes"), you will see an Options section on the dialog for naming a document. To set the item code, check the Update Item Code box (if not already set), select the Use This Item Code option, then enter an item code in the accompanying text box.

4. Write the message into the document application that is opened (usually Microsoft Word).

5. Save and close the document.

6. In your email application, create a message, attach the sealed document, and send it in the usual way.

5.2 Opening Sealed Email Messages and Sealed Attachments

Sealed Email Messages

Rights:

To open a sealed email message, you need the Open right. See Section 2.3, "About Rights".

A sealed email message always reaches the recipient as an attachment to a regular email. The file format of the attachment will be Microsoft Word, rich text, or plain text, depending on how Oracle IRM was configured by the sender.

Use one of the following procedures to open a sealed email message:

• In the email application, open the attached sealed message in the same way that you would open a regular attachment.

  Note:

  If the email message was sent in Microsoft Word format and you are using Microsoft Outlook with "Protected View" turned on, you will not be able to open the message in Outlook. Instead, you may be able to open the message as described in the alternate procedure below. ("Protected View" is a Microsoft Office 2010 feature.)

• Save the attached sealed message locally (for example, to your Windows Desktop), then open it from there.

Sealed Attachments

Rights:

To open a sealed file that has been sent as an attachment to an email, you need the Open right for that file. See Section 2.3, "About Rights".

The sender may have sent you an email with a sealed file attached. The sealed file may be in any of the formats supported by Oracle IRM.

Use one of the following procedures to open a sealed file that has been sent as an attachment:

• In the email application, open the sealed attachment in the same way that you would open a regular attachment.

  Note:

  If the attachment is in a sealed Microsoft Office format and you are using Microsoft Outlook with "Protected View" turned on, you will not be able to open the attachment in Outlook. Instead, you may be able to open the message as described in the alternate procedure below. ("Protected View" is a Microsoft Office 2010 feature.)

• Save the sealed attachment locally (for example, to your Windows Desktop), then open it from there.

5.3 Creating Sealed Email Replies

Using the integrated email applications, you can create sealed replies to unsealed emails, and you can reply to sealed emails to create sealed email threads.

This section covers the following topics:

• Creating a Sealed Reply to an Unsealed Message

• Replying to a Sealed Email

5.3.1 Creating a Sealed Reply to an Unsealed Message

Rights:

To create a sealed reply to an unsealed email message, you need the Seal right. See Section 2.3, "About Rights".

Use the following procedure to create a sealed reply to an unsealed email message:

1. In your email application, click the Reply button.

2. In the message creation window, make sure that the Seal on Send button is in the pressed down position.

3. Write your reply and go to send it in the usual way. You will be asked to select a sealing context before the reply is sent.

5.3.2 Replying to a Sealed Email

Rights:

To reply to a sealed email, you need the Reply right or the Reply Tracked right. To save changes that you make to a sealed email, you need the Reseal right. See Section 2.3, "About Rights".

Use the following procedure to reply to a sealed email (that is, an email with a sealed attachment):

1. In your email application, open the sealed email attachment.

2. Click the Oracle IRM Reply button or Reply to All button.

3. In the document application that is opened, write your reply.

   The original sealed text will be visible in the document application, and will be indented, as will the text of any subsequent sealed replies.

4. Choose one of the following options:

   • To save the reply text and send it immediately, click the Send Now button.

   • To save the reply text and attach it to an outgoing email, ready for sending later, click the Save and Attach button.

The reply will be sealed to the same context as the original sealed email.

5.4 Forwarding Sealed Email

Using the integrated email applications, you have a choice of ways to forward sealed email.

This section covers the following topics:

• Forwarding Sealed Email Without Amendment

• Forwarding Sealed Email With Amendments

• Sealing and Forwarding an Email that was Received Unsealed

5.4.1 Forwarding Sealed Email Without Amendment

Rights:

To forward a sealed email without amendment, you do not need any rights. See Section 2.3, "About Rights".

Use the following procedure to circulate a sealed email to other recipients (this uses Microsoft Outlook as an example):

1. Select or open the sealed email.

2. Click Forward.

   Outlook creates an email so that you can specify the addresses that you want to forward it to. The sealed email is displayed as an attachment.

3. Specify the recipients.

4. Click Send.

The message is forwarded to the specified recipients with its sealed attachment unaltered. The recipients can open the sealed attachment subject to their rights, as usual.

5.4.2 Forwarding Sealed Email With Amendments

Rights:

To forward a sealed email with amendments, you need a Reply right and the Reseal right. See Section 2.3, "About Rights".

Use the following procedure to add some comments to a sealed email before forwarding it to other recipients (this uses Microsoft Outlook as an example):

1. Open the message and open its sealed attachment.

   Outlook opens a window to display the sealed attachment. This window is read-only (just as regular email windows are read-only).

2. Click Forward in the window of the sealed attachment.

   Outlook creates a new window to display an editable version of the sealed attachment (just as it opens a new, editable window when you click Forward on a regular message).

3. Edit the sealed email as required.

   The original sealed email message is indented, just as Microsoft Outlook usually indents forwarded messages in email threads. You can add some text to the top of the message, or amend the text of the original message, as usual.

4. When ready, click Save and Attach.

Microsoft Outlook attaches the amended message to an email that you can address and send as usual.

5.4.3 Sealing and Forwarding an Email that was Received Unsealed

Rights:

To seal and forward an email that was received unsealed, you need the Seal right. See Section 2.3, "About Rights".

This option is useful if someone sends you a message that you think should be sealed, or if you want to add some confidential remarks to a message before forwarding it.

Use this procedure to forward and seal an email that you received unsealed (this uses Microsoft Outlook as an example):

1. With the unsealed message open or selected, click Forward.

2. In the message editing window, click the Seal on Send button at any time before sending the message.

3. When you have finished adding any additional text and inserted the addressees, send the message (select the File menu and select Send).

4. From the Select Context dialog, select a context and click OK.

The original unsealed message is fowarded as a sealed attachment to the email.