Support Documents unsing RMail in Outlook

0. Registered Receipt

What is a registered receipt?

Whenever you send any email message with RMail, you will automatically receive proof of delivery within a maximum of 2 hours. This proof of delivery (compliance record) represents a complete receipt and is sent by email to the sender or archived centrally with the sender. The proof of delivery contains all the information required to prove delivery, content, time and compliance. Only the sender receives and manages his proof of delivery. The information collected is not stored permanently on any server.

Explanation of proof of delivery (Registered Receipt^™)

1. HTML Receipt

The attachment "HTMLReceipt" of the Registered Receipt contains the actual receipt. This file consists of the original email including all attachments, the facts of delivery (Audit Trail), proof of delivery, digital fingerprints and the respective time data in encrypted and digitally signed form. All information is thus tamper-proof.

2. Verification

In the event of a dispute involving information sent by email, or if compliance with the data protection laws is challenged, the facts of sending can be restored with the Registered Receipt. The sender can send the receipt to the opposite party at any time so that they can verify the integrity of the email and compliance themselves.

3. Delivery Status

The Registered Receipt contains the proof of delivery and the delivery status. If the message has not been received and opened by the recipient before the receipt has been sent, the sender will be informed about the opening of the message by a read confirmation.

4. Audit Trail

e-communications: RMail records the track & trace information of the email. This includes the server logs as well as further transmission data and thus the verifiable course of delivery.

1. Track & proof

FAQ

Registered Email ▾

What is the difference between a registered letter and a registered email?

With a registered email you receive a receipt for the delivery, similarly to a registered letter. With RMail, however, this receipt is stored digitally. In addition, this Registered Receipt contains a digitally signed and encrypted version of your original email. This allows you to authenticate the integrity and originality of the entire process at a later date.
This allows you to prove the content of your message, including the email addresses involved. RMails are emails with high evidential value when it comes to who said what, when, how and to whom.
Additionally, whenever you send an RMail message, you economise delivery costs compared to postal shipment.

Why can’t I just use the Outlook read confirmation?

Many users have disabled this feature. Furthermore, you cannot prove the content of your original message. Outlook confirmations (“Delivered” and “Read”) can be manipulated. The Registered Receipt of RMail cannot be manipulated and contains an encrypted version of the original content.

Can I send “normal” emails in addition to RMail?

Yes, RMail is a solution that complements your current email solution. Whenever you send an email, you can opt for a transmission method. To use RMail, simply click on “Send Registered” button instead of the usual “send” button.

How do I know that my email has been sent?

You will first receive a confirmation that your message is on its way to the recipient. Within 2 hours you will receive a receipt (Registered Receipt) proving where and when your email was delivered to the recipient. If the recipient has opened the email before you get the receipt, this is also apparent.

How can I prove that my email has been delivered?

When you send an RMail message, you automatically receive a Registered Receipt, which documents the delivery path of the email to the recipient. This record also includes an embedded version of your original message, including attachments. This way, you can always prove who sent what, when and to whom.

Will my Registered Receipts be organized automatically?

Yes. RMail creates a subfolder in your email archive for the Registered Receipts.

Do RMail or other service providers save my registered messages and attachments?

No. The content and attachments of your messages are embedded in the Registered Receipts which are in your local email archive.

Can the recipient of my emails verify the content?

Yes, you can forward the receipt (Registered Receipt) to your recipient. He can restore the original content and verify its authenticity by forwarding it to (the address is noted in the receipt).

What is SideNote?

A SideNote is a private notice visible only for CC or BCC recipients. This eliminates the necessity to send additional emails with comments intended only for CC or BCC recipients.

Can I send SideNote comments also (exclusively) to BCC recipients?

Yes. You decide who receives your SideNote.

Can the recipient of my registered email likewise reply with a registered email?

Yes. RMail allows your recipients to reply with a registered email.
With a single click, you allow your recipient to reply registered to your email. Without the need of licenses, certificates etc.

How can I prove my email?

With RMail you can send your email correspondence securely by registered email. Email tracking and the receipt confirmation with information on content, attachments, time and recipient offer you full data security. The RMail proof of delivery guarantees compliance with international data protection acts like GDPR and HIPAA.

Short video

Learn how to send a Registered Email.

Step by Step

Need more details? Watch this!

Marked - Step 1

First, create a new email and press "Send Registered".

Marked - Step 2

Select the option "Marked as a Registered Email message" and click "Send".

Marked - Step 3

This is what the email looks like in the recipient's inbox.

Unmarked - Step 1

First, create a new email and press "Send Registered".

Unmarked - Step 2

Choose the option "Unmarked" and click "Send".

Unmarked - Step 3

The email appears unmarked as a normal email in recipient's inbox.

2. Automatic encryption

FAQ

Email encryption ▾

How can I encrypt emails?

This works via the so- called TLS-encryption. RMail transmits the email encrypted. If the recipient cannot receive the email with TLS, it becomes a secure email automatically, which only can be opened with a password that comes in a separate email.

Short video

Learn how to send an email encrypted automatically.

Step by step

Need more details? Watch this!

Step 1

First, compose a new email and press "Send Registered".

Creating a message for the automatic encryption.

Step 2

Choose the option "Encrypt" and press "Send". Your mail is transmitted via a forced encrypted connection (TLS). If this is not possible, the email will be sent encrypted via a secure PDF.

Step 3

This is what the email looks like in the recipient's inbox.

Recipient view of an automatically encrypted e-mail.

Step 4

If the recipient can't open the document by TLS, he will receive a PDF-file protected with a password.

Step 5

Open the PDF in the second email.

Step 6

You need the password in the first email to open the PDF-file.

Step 7

You will find the appendix on the left side.

3. Password encryption

FAQ

The FAQ for email encryption can be found in section 2. "Automatic encryption"

How can I encrypt an email password protected?

If you like to send a password encrypted email directly as a “secure mail”, you can set this with RMail. Thus the content of the email is sent as a secure PDF and it is encrypted, so it can only be opened with a password.

Short video

Learn how to send an email with passwort encryption.

Step by step

Need more details? Watch this!

Step 1

First, create a new email and press "Send Registered".

Step 2

Click the option "Encrypt".

Step 3

Activate "RPX" on the right side. Choose the option "Automatic" or "Custom", set a password and activate "Email custom password" if you want an email with the password to be sent in the receivers mailbox.

Automatic encrypt with RMAil and password protection

Step 4

This is what the email looks like in the recipient's inbox. The first email contains the password...

Step 5

...and the second one the PDF-file.

Step 6

If you open the PDF-file, you get asked for the password, which is in the first email.

Step 7

You will find the document on the left side in the PDF-file.

4. Electronic Signature (Hand)

FAQ

Electronic signatures ▾

How can I sign an electronic document by hand?

With the electronic signature by hand, you can sign a PDF. The PDF is also called electronic contract. RMail uses the so called esign feature. To proof that the document was signed, both sender and recipient will receive an email certificate.

Short video

Learn how to sign a document by hand.

Step by step

Need more details? Watch this!

Step 1

First, compose a new email and press "Send Registered".

Step 2

Activate "E-Sign" and select the option "Hand Sign".

Step 3

This is what the email looks like in the recipient's inbox.

Step 4

If you clicked on the link, this window will open up. Read the instructions.

Step 5

When you have read the document, click on "Finish" on the top right.

Step 6

There are two options for signing: An automatic signature...

Step 7

...or you can draw your signature by yourself.

Step 8

Both sender and recipient will get a record.

5. Electronic Signature (E-Mail)

FAQ

The FAQ for electronic signature can be found in section 4. "Electronic Signature (Hand)"

How can I sign a document by email?

With the electronic signature by email, you will send you signature (as the name says) by email. This way you accept the content of the affected contract and enter your name. This electronic signature is a qualified signature which is legally valid.

Short video

Learn how to sign an email by email.

Step by step

Need more details? Watch this!

Step 1

First, create a new email and press "Send Registered".

Step 2

Activate "E-Sign" and choose the option "Email Sign".

Step 3

This is what the email looks like in the recipient's inbox.

Step 4

This window pops up if you clicked on the link. Write down your name and press "Send".

Step 5

Both sender and receiver will get a certificate.

6. LargeMail (Sending large files)

FAQ

Large file transfer (LargeMail) ▾

How can I send an email with large files?

To upload and send big files, RMail got the perfect solution: LargeMail. With this, you can send big files up to 1 GB with only one click.

Short video

Learn how to send an email with large files.

Step by step

Need more details? Watch this!

Transmission - Step 1

First, compose a new email and press "Send Registered".

Transmission - Step 2

Activate "Large File Transfer" and click on "Add Files". You can now add your files to the email. After that, press "Send".

Transmission - Step 3

This is what the email looks like in the recipient's inbox. Click on "Download Files" to download them.

Settings - Step 1

To change the settings of LargeMail, klick on "File" on the top left.

Settings - Step 2

Then, klick on "RMail Options".

Settings - Step 3

Along "LargeMail" you can change, from which file size the attachments shall be converted to a LargeMail.

7. SideNote

What is a SideNote?

A SideNote is a private message, which can only be read by Cc or Bcc recipients, but not by the original email receiver. The SideNote looks like a yellow stickynote.

Step by step

Need more details? Watch this!

Step 1

First, create a new email and press "Send Registered".

Step 2

Activate "SideNote". Select here if the note should go to the Cc, Bcc or both. After that, write your note and click "Send".

Step 3

This is what the email looks like in the recipient's inbox.

Step 4

This is what the email looks like in the Ccs or Bccs mailbox.

8. More options

What can I set up there?

With the advanced options you have additional setting on how to send your email. For example, you can convert your attachments into a PDF file, compress it as a ZIP file, set a password and many more.

Step by step

Need more details? Watch this!

Step 1

First, compose a new email and press "Send Registered".

Step 2

Open, if necessary, the options by clicking on the "More"-button. You will find these options on the right side.

Step 3

If you have something in the appendix, for example a word-document, you can convert it in a PDF-file and encrypt it too.

Step 4

If you would like to remove the metadata out of your document, you can do this also..

Step 5

If you want, you can also convert your file to a ZIP-file.

Step 6

If you await on an answer of the receiver just click on "Receive proof of content & time of replies to this email". With this checkbox active, the answer will automatically send registered.

Step 7

This is what the email with the settings above looks like in the recipient's inbox.

9. Anti-Whaling

What is Whaling?

Trough the so-called "Whaling", one wants to get personal or corporate informations or tries to receive sums of money by posing as a trustworthy person to the victim. RMail analyzes the structure of the message to draw attention to whaling attacks if necessary.

RMail Support – Outlook

Support topics

0. Registered Receipt

What is a registered receipt?

Explanation of proof of delivery (Registered Receipt™)

1. HTML Receipt

2. Verification

3. Delivery Status

4. Audit Trail

1. Track & proof

FAQ

What is the difference between a registered letter and a registered email?

Why can’t I just use the Outlook read confirmation?

Can I send “normal” emails in addition to RMail?

How do I know that my email has been sent?

How can I prove that my email has been delivered?

Will my Registered Receipts be organized automatically?

Do RMail or other service providers save my registered messages and attachments?

Can the recipient of my emails verify the content?

What is SideNote?

Can I send SideNote comments also (exclusively) to BCC recipients?

Can the recipient of my registered email likewise reply with a registered email?

How can I prove my email?

Short video

Step by Step

Marked - Step 1

Marked - Step 2

Marked - Step 3

Unmarked - Step 1

Unmarked - Step 2

Unmarked - Step 3

2. Automatic encryption

FAQ

Which encryption technologies are used by RMail?

Do RMail or other service providers save my encrypted messages and attachments?

How do I encrypt an email?

Is RMail encryption strong enough?

Can the recipient of my encrypted email reply in encrypted form?

How can I encrypt emails?

Short video

Step by step

Step 1

Step 2

Step 3

Step 4

Step 5

Step 6

Step 7

3. Password encryption

FAQ

How can I encrypt an email password protected?

Short video

Step by step

Step 1

Step 2

Step 3

Step 4

Step 5

Step 6

Step 7

4. Electronic Signature (Hand)

FAQ

Can I use my own signature with RMail?

Can several people sign electronically with RMail?

Is an electronic signature equivalent to a hand-written signature?

How can I sign an electronic document by hand?

Short video

Step by step

Step 1

Step 2

Step 3

Step 4

Step 5

Step 6

Step 7

Step 8

5. Electronic Signature (E-Mail)

FAQ

How can I sign a document by email?

Short video

Explanation of proof of delivery (Registered Receipt^™)