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Start Using SecureMail

Notify Recipients

pdf icon Step-by-step instructions for External Recipients (PDF)

Before you send a secured email to a given email recipient for the first time, we recommend that you send a non-secure email to alert the recipient and to help the recipient navigate the secure email service sign-up process. For example, the alerting message might contain the following information:

The University of Rochester has begun to use secure email technology when sending protected information via email. I will be sending such email to you soon and want you to know the steps you must take to read that email.

  • You will receive an email notification from the University of Rochester that a secured email is waiting to be delivered to you and that you need to register one time to receive secured email via Voltage Security, Inc.
  • Please look for this notification message. Some email systems may put this notification message in your Junk or Spam email folder.
  • Follow the link in the notification message to complete the registration. There is no cost to register for, receive, or reply to Voltage-secured email.
  • During the registration process, make sure that your Web browser is configured with JavaScript processing enabled.
  • When you receive a Voltage-secured email message, you will need to open the attachment named "message_zdm.htm". You will be prompted to supply the password that you created during Voltage registration.
  • If you have questions or problems registering or reading the email message, you can contact the University of Rochester IT Help Desk by phone at (585) 275-2000 or email at univithelp@rochester.edu.

Step-by-step instructions are also available.

Use SecureMail Outlook Plugin for Windows

pdf icon Step-by-step instructions: Windows Outlook Plugin (PDF)

Windows Outlook users can send SecureMail with a click of a "Send Secure" button using the SecureMail Outlook Plugin for Windows. After the installation, a “Send Secure” button will appear in “Messages” whenever a new message or reply is being composed. A demo of the installation and send process is available online.

Install the Plugin Yourself

  1. Download the plugin (Windows 32-bit Install | Windows 64-bit Install)
  2. Choose “Run” when asked, “Do you want to run or save VoltageEncryption_SecureMail_xxx.msi from secure1.rochester.edu?”
  3. The security scan will issue a warning that "VoltageEncryption_SecureMail_xxx.msi is not commonly downloaded and could harm your computer." Select the "Run Anyway" option to continue with the installation.

Request the Plugin Installation

Request the installation through the IT Help Desk at univithelp@rochester.edu or 275-2000.

Use SecureMail Subject-line Keyword (!secure)

pdf icon Step-by-step instructions: Using !secure (PDF)

After sending the alerting message to the recipient, you can mark subsequent messages to that recipient that are to be secured. You mark an email to be secured by including "!secure" (without quotes) anywhere in the Subject line of the email as you compose it. For example, the composed message might look like:

From: Smith, John
To: Doe, Jane
Subject: Research Program (!secure)

In regards to our research program...

--or--

From: Smith, John
To: Doe, Jane
Subject: !secure message - Research Program

In regards to our research program...

The !secure keyword will be recognized by the SecureMail service in any mix of upper and lower case. It will not be removed before the email is secured and sent.

The !secure keyword works from all Exchange 2003, Exchange 2010, and Zimbra email boxes. It works regardless of which mail client is used to access the mailbox, including mobile email apps.

Further Instructions