====== Egress large file transfer Outlook add-in ====== If you use the Outlook client on a personally allocated Oxleas laptop you can use this tool to encrypt emails with attachments up to a total of 5Gb. All emails you send must comply with our [[https://theox.oxleas.nhs.uk/EasysiteWeb/getresource.axd?AssetID=2526|Email policy and code of practice]]. \\ Emails sent with the Egress large file transfer tool are sent securely with or without specifying [secure] in the subject line. Don't include personally identifiable information in the subject line when sending a secure email externally as the subject line is not encrypted. * [[#tab-client|I am using the Outlook client on a personally allocated Oxleas laptop]] * [[#tab-web|I am not using the Outlook client on a personally allocated Oxleas laptop]] You will be prompted to authenticate with Egress using your NHSmail credentials the first time the Outlook client opens after this add-in is installed. {{ :userguides:laptop:pasted:20210719-163535.png?nolink }} You can tell this is installed when an Egress group is available in the new email ribbon. {{ :userguides:laptop:pasted:20210719-112833.png?nolink }} Please click here if you are using the Outlook client but can't find the Egress group in the new email ribbon. {{ :userguides:laptop:egress.png?nolink&100|}} To install the add-in please ensure Outlook is closed and follow these steps: - Double click the ZENworks icon {{:userguides:laptop:pasted:20210719-105235.png?nolink}} in the notification tray near the bottom right corner of your screen, just to the left of the time and date. - Locate and double click the "Microsoft Outlook 365 Egress large file transfer add-in" icon in the window that opens. * If Outlook is open, you may see a prompt to close Outlook. Please close Outlook and click Retry. - Once the Egress progress window disappears the add-in should be installed and you can re-open Outlook. {{ :userguides:laptop:pasted:20210719-102143.png?nolink }} {{ :userguides:laptop:pasted:20210719-113348.png?nolink }} Adding a date and time restriction is optional and not required to send an email encrypted. Select Attach Large Files from the new email ribbon. {{ :userguides:laptop:pasted:20210719-121858.png?nolink }} Files can be dragged and dropped into the large file transfer pane to the right.\\ Alternatively, files can be attached by clicking **Select Files** and using the file browser to select them. Once a file is attached you will see it listed near the bottom of the large file transfer pane with the total size of all attachments. {{ :userguides:laptop:pasted:20210719-122500.png?nolink }} You can ignore the warning about recipients with an @nhs.net email account needing the **Egress LFT Outlook add-in** and if you are prompted to select a send method, select **Upload to Egress Cloud**. While attachments are uploading you can monitor progress from the main Outlook window and clicking **1 message processing** in the Egress group on the ribbon to show the **Processing Packages** window. {{ :userguides:laptop:pasted:20210719-124647.png?nolink }} * This feature works by uploading attachments to Egress’ secure cloud storage. * The speed files are upload depends on the connection your laptop has with the internet. * You should find a wired connection is faster than WiFi and if your laptop has a SIM, you should find WiFi is faster than mobile data. NHSmail have produced this guide: [[https://support.nhs.net/knowledge-base/egress-large-file-transfer-web-form/|Egress large file transfer web form]]. If a recipient does not have the Outlook add-in they will see an email with a link to access an encrypted email or download any attachments through the NHS Egress portal. {{ :userguides:laptop:pasted:20210719-125044.png?nolink }} * Individual NHSmail recipients without the add-in can follow the link to the NHS Egress portal and log in with their NHSmail credentials. * Staff will not be able to reply through the portal but can reply as normal through NHSmail. * Non-NHSmail recipients can create an account on the portal when they first receive an encrypted email or an email with large attachments. * NHSmail have produced this document: [[https://s3-eu-west-1.amazonaws.com/comms-mat/Comms-Archive/Accessing+Encrypted+Emails+Guide.pdf|Accessing Encrypted Emails Guide for non-NHSmail users]] * It explains how to register for the service, open and read encrypted emails and send an encrypted reply. * The Outlook client is only supported on personally allocated Oxleas laptops because the device needs to have full disk encryption and caching multiple users’ mailboxes on a single device can quickly lead to running out of space. * On desktops and shared laptops you should use the Outlook web app to access NHSmail. * Unfortunately it is not possible to log in to the NHS Egress portal (including the large file transfer web form) with a shared mailbox. * This is because it is not possible to set a password on a shared mailbox. * It is therefore not possible to: * Send emails with large files attached from a shared mailbox. * Access emails with large files attached received in a shared mailbox. * A workaround is for the sender to grant an individual user of the shared mailbox access directly. * Some file types are blocked by NHSmail. * A list of blocked file types can be found in this document: [[https://s3-eu-west-1.amazonaws.com/comms-mat/Training-Materials/Guidance/attachmentsguide.pdf|Attachments guide for NHSmail]] NHSmail have produced this document: [[https://s3-eu-west-1.amazonaws.com/comms-mat/Training-Materials/Guidance/encryptionguide.pdf|Encryption Guide for NHSmail]] \\ If you require further assistance, please raise a request through our [[https://servicedesk.oxleas.nhs.uk/|IT Helpdesk]]. Other guides are available on our [[:start|IT wiki]].