IT PRACTICAL GUIDE

PROTECT YOUR MAILS AND FILES TRANFER

Update: April 2014 Group IT Support
Aim : why protect confidential or highly sensitive messages and files transfers, how to use the Egress Switch encryption tool for this purpose.

Why should I encrypt confidential messages?

The interception of Sodexo confidential information is a threat to our business activity. Your email, before it arrives in the inbox of your
correspondents, is handled by various servers and goes through multiple communication channels which only a part is actually managed by
Sodexo. While we strive to use the services of suppliers well known for their respect of confidentiality and their diligence to secure data, there is no
guarantee that the data sent within an unencrypted email can not be intercepted by hostile people or organizations. This is especially risky while
transferring confidential business data (contracts, financial data).
Email (and attachments) encryption involves the data encoding and ensures that nobody can read the message outside recipients that have the
decryption key.
The Egress Switch tool uses the AES 256 standard, which provides a very strong level of encryption. For added security, the encrypted data and
the decryption keys are managed by separate technical partners.
If your recipient has also Egress Switch, he/she may open your mail directly from Outlook. Otherwise, he/she will be proposed to create a free
Egress Switch account. So, you can use the tool to correspond with external partners, in a secured way.

How do I use Egress Switch to protect my messages?

Important: you have to wait to be connected to Egress before starting Outlook, otherwise sending mail will be impossible.

Send an encrypted e-mail

By default, messages are sent unencrypted and therefore unprotected. To

encrypt a message and its attachments
From an Outlook message window, click on the "Unprotected" button [1]
button. Two options are then proposed.

Click on the option "Encrypt messages and attachments [2].

Once your message is ready, click the "Send" button to send the mail.
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Egress Switch encrypts the message in a few seconds (pop-ups may appear)
and sends it.

Use e-mail activation and expiration dates

In addition to the encryption protection, you can define an activation and an expiration date for your message.
From an Outlook message window, protect the mail as described
previously.
Press the Message Restrictions button [1]. A new window opens.

To define an activation date, tick the Valid from box [2] and then define
the activation date and time [3].
To define an expiration date, tick the Valid until box [4] and then define
the expiration date and time [5],

Press the OK button [6] to validate your choices.

Once your message is ready, click the "Send" button to send the mail.
Egress Switch encrypts the message in a few seconds (pop-ups may appear)
and sends it.

Read an e-mail protected by Egress Switch, removing the protection

The content of a protected e-mail is not displayed as usual in the Outlook preview
window. You see an image with a Sodexo logo instead [1].

To read this message content, double-click on the e-mail listed within your inbox [2].
If no expiration date had been set for the message, the protection will be removed
and you will be able to read the message content.
A specific text [3] is added to any message that was decrypted this way, specifying it
has been securely delivered using Egress Switch.
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Keep in mind that the message is now decrypted; if you want to reply securely,
please protect your answer as described previously.
Be aware that the message will then be readable like any other mail within your
mailbox to anyone who have access to it (for instance: your assistant).

Read an e-mail protected by Egress Switch, keeping the protection

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The content of a protected e-mail is not displayed in the Outlook preview window.
You see an image with a Sodexo logo instead [1]. Each email has an attachment
with a .switch extension.

To read the message content without removing the e-mail protection, double-click
on this e-mail attachment [2] from the Outlook preview window.
The message will be displayed in an Egress Switch specific pop-up window [3].
Please use the Reply button [4] to answer securely.
The e-mail will then stay protected in your mailbox as long as you only open
the secured attachment; people with access rights on your mailbox will not be
able to read it (for instance: your assistant).

How do I use Egress Switch to protect a files package?

To send files in a secured way, one option is to attach them to a protected e-mail. The text message and the mail attachments will both be secured
by Egress Switch. For large files communication purposes, another option is to create an encrypted package of files, upload it in the Egress Switch
Sodexo Cloud and communicate the package link to the recipients.
The advantages of this method (in addition secure the files) are:

You can send a large amount of data at once (Up to 1 GB)*,

There is no impact on your mailbox storage quota.
* Do not use the Egress Switch Sodexo Cloud as an online storage solution, the packages are removed after a while.

From your Outlook mail home page, click on the Sent Packages button [1]. A new window
opens. Press the Create package button [2].
The Package Creator window opens. You will now create a secured package of files.

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Use the Add file [3] and/or Add folder [4] buttons to add files or folders in the package.
The content displays in a list [5] below.
Fill in the Subject field [6].

Fill in the To field with the e-mail addresses of the recipients [7]. Only these people will
be able to open and read the protected package.
You may define package activation and expiration dates using the Restrictions [8] button.
Click on the Create button [9].
A new window opens.
Select Upload to Sodexo Cloud [11].
Click on the Next button [12]
A new windows opens. Click on the Finish button.
A new mail window opens. The proposed message includes the link to the protected files
package. You can modify the text and add your own text. Be aware that, by default, this e-mail
is not encrypted. If you add confidential text content to the message, please protect the e-mail
it like explained previously. Send the e-mail by clicking on the Send button.

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