Barracuda Essentials - Email Encryption Add-On for Outlook

The Crowe MacKay IT team has introduced a new add-on for sending encrypted emails to external clients called Barracuda Essentials. This new add-on is managed by the IT team, so you should see it automatically in your Outlook. Email encryption will prevent anybody except the intended recipient from reading an email you have sent. This will allow you to quickly and easily send sensitive documents to people outside of our network. In order to use this new function, please follow the instructions provided below:

1. Create a new email following your normal process. You may include attachments with this email, or send only text.

2. After you have composed your email, click on the Encrypt Message icon located on the ribbon.

3. After clicking on this icon, the Barracuda Essentials add-on will open on the right-hand side of the message. Clicking on the button next to Encryption Off will slide it over to Encryption On.

4. Once the encryption has been enabled, you will see a message at the top of your email indicating it has been encrypted. Additionally, you will see a new text document attached to your email called Email Encrypted.txt.
Note: Do not remove this txt document from your email, or your email will not be properly encrypted.

5. If you wish to include an attachment with your email, you can add it now by dragging and dropping it into the email, or clicking the Attach File button on the ribbon and selecting your file. Any files attached to the email will also be sent securely, so this process can be used to send confidential documents.

6. You may now click Send to send your email as you normally would. The recipient should soon receive an email from [e-mail] indicating they have been sent an encrypted email and providing a link to access it. If the recipient does not receive the email you sent, please verify they are looking for an email from this email address, and that it has not been blocked for moved to Junk.

Note: – We highly recommend that you contact the client via telephone and let them know that they will be receiving an encrypted email from you via our barracuda encryption software.

This is the end of the process on our side and your email will now be delivered securely to the recipient.

On the client’s side they will have to do the following to receive the encrypted email

1. When they receive the message they will need to click on the Click Here link (or copy and past the provided link in a browser)

2. This will take the recipient to a Barracuda sign-on page. If this is their first time receiving an encrypted email from Crowe MacKay, they will be prompted to create a new password (the username for their account will be the email address you sent the email to).
Note: IT does not have any access to the accounts created by external clients. If the client is not able to remember a previous password, they will have to click on the Forgot Password link from the sign-in page and reset it themselves.

3. After creating a password and signing in, the recipient will now be on the main page of the Barracuda Encrypted Messages. From this page, they can access any of the encrypted emails that have been sent to them simply by clicking on the desired email.

4. After clicking on the email from the main page, the recipient will be taken to the email message. From here, they will be able to see who sent the email, along with the contents of the email including any attachments. Clicking on any of the attachments will allow the recipient to download the attachments to their computer. Additionally, clicking on the Download button will allow them to save the email in an Outlook-compatible format.