Using the Classic Outlook Add-in

Registering the plugin#

If your organisation requires registration, the first time you use the FileCap Outlook Plugin the panel shows Registration required and the plugin must be registered first. If your organisation does not require it, skip to Using the FileCap Outlook Plugin.

1. Compose a new email and select the FileCap Outlook Plugin.

2. Click “Register device”. In a few moments you will receive an email containing the unique code.

3. Copy the code from the email.

4. Paste the code in the “Paste the unique code here” field and click “Confirm”. FileCap is now registered and you can start using it.

If the newly composed email did not open in a new window, compose a new email again and select the plugin to be able to enter the registration code. If the code does not work, click the line below the field to receive a new code.

If you send a message before the registration is complete, it is saved in Drafts with the message “FileCap is currently being activated.” Complete the registration and send it again from Drafts.

Using the FileCap Outlook Plugin#

5. To use FileCap, start by composing a new email in Outlook.

6. Compose the email and open the FileCap Outlook plugin.

7. A selection menu follows, with three options. Encrypt email: sends the entire email encrypted, both the attachments and the message text. Encrypt attachments: encrypts only the attachments; a link is placed in the email so the recipient can download the files. Invite someone: invite someone to send files to you via FileCap.

Encrypt email & encrypt attachments#

In this example, the option to encrypt only the attachments was chosen. Sending a fully encrypted email works the same way.

8. Add the attachment as you normally would.

9. Under “Verification method” you can choose which security method to use. There are 5 verification options in total; depending on the configuration you may see different options. Code by email: the recipient receives a code by email when opening the transfer, which unlocks it. Password: adds a password as verification method; the recipient must know the password. Company password: a pre-configured password that can be used to secure the transfer. SMS: the recipient receives an SMS with the verification code to unlock the transfer. Enter the recipient’s number under “Recipient’s mobile number”. SMS also needs your own mobile number: open the gear (Settings) icon in the FileCap panel and fill in “Enter your own mobile phone number”. If it is missing or incorrect when you send, the add-in opens this settings page for you. If sending stops with “Your mobile phone number is incorrect.”, check your own number there and the recipients’ numbers in the panel. None*: sends the transfer without additional security options. Your administrator can require a second verification method. In that case also choose one under “2nd verification method”; otherwise sending stops with “Second verification is required”. Your administrator can also make a password or SMS verification mandatory.

* If you send the email without additional security options, anyone with the link can view the transfer and download the files.

10. The “Generate link” option can be used to create the link inside the plugin, so you can paste it into the email yourself. If this option is unavailable or disabled, the link is placed in the email automatically. When sending a fully encrypted email, this option is not available.

11. You can configure how many times the recipient can download the file (“Max downloads per file”) and until when the link to the files remains valid (“Expires on”). Your administrator can lock these values. You then see, for example, “This message will automatically expire on … This cannot be adjusted.” instead.

12. When everything is configured, you can send the email.

Invite someone#

13. To invite someone to send you a file in a secure way, choose the “Invite someone” option.

14. Enter the email address of the person who should send you a file. You can enter several addresses, separated by a comma, semicolon or space.

15. Click “Send invitation” and the recipient receives a link to upload the files.