Using SecureOffice as a registered user
From SecureOffice
Your account
Activating your account
Before your first login, your account needs to be activated. Follow the link in the email, that you have received after the administrator created your account. You will be asked to set your password. If done, you are ready for your first login.
Login
To log in to SecureOffice, you need a valid user name, a password and a site ID. You can request to remember your login credentials in cookies, but your password will not be stored. Don't confuse this with the browser's capability of saving passwords. If you login on a public computer (internet café, hotel, etc.), then be certain not to store anything!
Locking out
Your account will be locked out, if you enter a wrong password three times. The lockout automatically times out after 15 minutes, but you can also ask your administrator to remove the lock.
After login
User terms
If you log in for the very first time, then you have to agree with the user terms, before you can continue.
Inside SecureOffice
When logged in, you will enter the Folder Panel. This is the user area of SecureOffice. The panel is divided in three areas: the top pane, the left pane and the right pane.
The top pane
The top pane contains the site logo, your name and (to the right) the top menu:- the site logo is linked to the "home" of SecureOffice and clicking it will take you back to the Folder Panel.
- your name is also clickable. A popup shows information about you.
- the top menu contains general links, like Logout, Support and Help.
The left pane
The left pane contains a presentation of your SecureOffice site. We call this "the tree". "Messageboard" is always the first option. Depending on your configuration, you see "Your workspace" and/or "Your safemail". By clicking the +, the option will expand. You can also use the buttons in the bottom.
The right pane
The right pane is the 'work' area and is used for displaying the actual information, that you requested. In the Folder Panel, it shows your current folder.
Change your password
There are two methods of changing your password:
1. If you are logged into the SecureOffice site click on the '
My Profile' link, and then click the '
Change Password' button. In the 'Password Reset' page, enter your new password twice in the boxes provided. Your new password must be at least six characters in length with at least one lower case character, one upper case character and one number. You will need to use your new password when you next log in.
2. If you are not logged into SecureOffice, go to the SecureOffice login page and click the 'Forgotten your password?' link. Enter your e-mail address and the SecureOffice site ID before clicking the 'Send Password Request' button. An e-mail containing an authentication link will be sent to the e-mail address. When the link in the message is clicked, you will be prompted to enter a new password twice before logging in again. Please note the authentication link is only accessible for seven days after your password request is made.
See also Password complexity requirements.
Change your language
Currently, supported languages are: English, Dutch and Swedish.
To change your language in SecureOffice, select it from the drop box in the bottom-right corner of the browser screen.
Your profile
To view your profile click the 'My Profile' link in the top right corner of the screen. By default your profile page will display the details added about you by the SecureOffice administrator when they created your user account. To change your profile click the "Edit profile" button in your profile page. Make any changes you wish and click the 'Save' button.
If you wish to change your email address (and thus your user name), then make sure that it is a valid address, else you will not be able to receive alerts and other system messages. If there is a mailbox for you, then you cannot change your email address.
Folder and file dates throughout the site are displayed to you using the same format as your Personal Date Format.
Please note that if you add or update any files or folders, your profile may be viewed by other users of the same SecureOffice site. Please ensure your contact details are up to date.
Help
The 'Help' link takes you to this wiki.
Support
If you run into trouble or don't know how to achieve what you want (even after reading this wiki), then you can click the 'Support'-link to ask your question to our Support Department.
Logout
Once you are logged in to a SecureOffice site you may log out at any time by clicking the 'Log Out' link in the top right corner. Logging out in this manner helps to keep your data safer than just closing your Web browser.
SecureOffice.workspace
The Folder Panel
The Folder Panel is the user area of SecureOffice.workspace. It shows you the content of the current folder. In the tree, the current folder has a light-blue background.
At the very top of the Folder Panel, the path of the folder is displayed as buttons. Clicking one of them will take you to that folder.
To the right of the path, you see the "Search" box. Type a name (or part of it) of a file or folder, that you are looking for and click "Search". "Advanced Search" lets you search deeper.
The blue box (below the path) shows the name of the folder and its description, if available. Information about your rights in the folder can be found under the 
icon. To the right, a set of functions is available for the folder, which will be explained later on.
The rest of the Folder Panel is reserved for the folder content.
Listing files
The folder content is displayed as a table, where each row contains one entry (folder or file). The information is displayed in 6 columns:- Type: represented as an image, based on the file's mime type. A folder has its own image.
- Name
- Size: for folders, the size of the files it contains (not of its subfolders!).
- Date/Time: for folders, this column shows the creation date.
- Owner: the name of the user who created the folder or uploaded the file.
- Version: the file version (empty for folders)
The very first column contains a checkbox. By clicking it, the same action can be performed on multiple files and/or folders, e.g. deleting them.
The last column is called "Actions". Each action that can be performed on the folder or file is shown there. All the actions are also available in a menu by clicking the right-mouse button.
At the bottom of the list, information is displayed about the number of files that are in the folder. Also, you see how much disk space you use.
By default, folders and files are listed in blocks of 10. Below the 10th row, click the page number to browse to the next block of 10, or use the arrows. If you want to have more rows per page, click the required number from the list at the top-right over the files (10|15|20|30|50|100|all).
Sorting files
To change the order in which files are displayed in a folder, click on either the Type, Name, Size, Owner, Date/Time or Version column headings. By default the most recently added or updated files are shown at the top of the page.
Open a file
To perform this task, you must be an browser for the current folder.
To open a file click on its name or click on the 
icon in the Actions column. This will open the "Download a file" dialog. Depending on which web browser you use the file may be opened directly or saved to your hard disk.
Save a file to your computer
To download the file to your computer, click on its name. This will open the "Download a file" dialog (see above).
Upload files
To upload files to the current folder, click the 
icon in the blue area. This will open the "Upload files" dialog.
The uploader will show you an image of your hard disk(s). In the left pane, browse to the location of the file, that you wish to upload. The file list is displayed in the right pane. Select the file by clicking in the box in front of the file name.
If you wish to upload more than one file at the same time, just select more files. Note, that you cannot switch to another folder, as this would destroy your selection.
If you wish to upload the complete folder (including all subfolders), then browse to its parent folder and select the folder by clicking in the box in front of its name.
When you're done selecting, click "Send" to upload it. Wait until the upload is ready. Clicking something within SecureOffice will stop the uploading process!
Please note that the uploader will only work if Java is installed on your computer. To install Java, visit http://www.java.com.
Upload a new version of an existing file
To upload a new version of a file, you can either choose "Upload a new version" from the context menu, or click the 
icon in the Actions column. Depending on the configuration of your SecureOffice site, new versions can also be accepted by just uploading a file with the same name, using the function described above. Ask your administrator about this setting.
Uploading files to another folder
If you want to upload files to a subfolder of the current folder, then choose "Upload" from the context menu, or click on the icon in the Actions column.
If you want to upload files to any other folder, use the context menu in the folder tree.
Move folders or files
To perform this task, you must be an author for both the folder to which you want to move the file as well as for the current folder.
To move a folder or a file, there are two possibilities:
- dragging and dropping: hold down your left mouse button on the icon and move it into the folder tree. Each folder that highlights (yellow) can be used for dropping.
You can also drag multiple folders or files at once by first selecting them using the checkboxes. - using the "Move Files And/or Folders" dialog:
- if you only want to move 1 folder or file, click the
icon or the 
icon in the Actions column. In the "Move Files And/or Folders" dialog, select the target folder and click "Move".
- if you want to move multiple folders and/or files, select them with the checkboxes and click the
icon on top of the selection.
- if you only want to move 1 folder or file, click the
Delete a folder or a file
Deleting a folder or file moves it to the trash can, where it can be recovered (unless the trash can was emptied).
- To delete the current folder (and all its contents), click the
icon in the blue bar.
- To delete a folder or a file in the current folder, click the
icon or the 
icon in the Actions column.
- To delete multiple files or folders in the current folder, select the items by clicking the checkboxes and then click the
icon on top of the selection.
- To delete any other folder, choose "Delete Folder" from the context menu in the folder tree.
In the "Delete File(s) and/or Folder(s)" dialog, you have to confirm the deletion of the selected items.
Add a folder
There are a few methods to add folders:
- To add a folder to the current folder, click the
icon in the blue bar.
- To add a folder to a folder in the current folder, click the
icon in the Actions column, or choose "Add folder" from the context menu.
- To add a folder to any other folder, choose "Add folder" from the context menu in the folder tree.
In the "Add folder" dialog, fill in the name of the folder, and an optional description. By default, the new folder inherits the rights of its parent, but you can also make the folder only accessible to you by checking "Make this folder only accessible to me".
When you're ready, click "Save".
Change a file's properties
To perform this task, you must be an author for the current folder.
The properties of a file are:
- its name
- its description
Click on the icon 
in the Actions column. In the "File Properties" dialog, change the name and/or the description of the file. Then click the "Save" button.
Lock a file
To perform this task, you must be an author for the folder in which you want to lock the file. If you do not already have permission to add, edit or delete files in the folder, contact your SecureOffice administrator.
When you lock a file users other than a SecureOffice administrator will not be able to update or delete the file.
1. Click on a file's edit icon (pencil and page) which is displayed under the Status column in the folder screen. 2. In the Edit File screen click the 'Lock file' link or icon. 3. The screen will return to the folder view, and a lock icon will be displayed for the file. 4. To unlock the file, click on its lock icon. In the Edit File screen click the 'Unlock File' link or icon.
To lock more than one file at once, select the boxes shown next to the files. To select all the files in the folder select the box shown above the files. Select 'Lock/unlock' from the 'Select action' menu and click the Go button. Files can be unlocked using the same method.
If the padlock icon is displayed in place of the edit icon the file has been locked, and can only be edited by the user who locked it or by a SecureOffice administrator. To find out which user has locked the file, click on the padlock.
View previous versions of a file
- Click on the version number or on the icon
under the Actions column in the folder screen.
- All previous versions of the file are displayed under the current row.
- To hide the file versions, click again on the version number or the icon, or on the Close icon File:Ico error.gif.
Delete previous versions of a file
To perform this task, you must be an author for the folder to which you want to add the file. If you do not already have permission to add, edit or delete files in the folder, contact your SecureOffice administrator.
Previous versions of a file can be deleted to minimize file storage.
- Click on the version number or the icon to view previous versions.
- Click the icon
.
Please note that when previous versions are deleted the current file retains its file version number. This is to avoid any confusion for users caused by a file version renumbering.
Restore a file or folder
Permanently delete a file or folder (shredding)
Other functions
Folder Alerts
When you create a alert for a folder you will receive an e-mail whenever a file is added, updated or deleted in that folder.
Setting alerts
To create an alert, click the icon 
in a folder page.
Removing alerts
There are two methods to delete a folder alert:
1. Click 'My Profile'. In your profile page click the 'Delete Alerts' link or icon. In the Delete Alerts screen choose the folder alert you wish to delete and click 'Delete Selected Alerts'.
2. If you already know you have an alert set up for a particular folder and want to delete it, click the 'Alert Me' link or icon in the folder page. Untick the 'Send an alert' box and click the 'Alert Me' button. The screen will notify you that the alert has been deleted.
SecureOffice.safemail
Reading mail
Using a mail client
Any mail client can be used to access your mailbox. We do not provide support on how to create an account in your mail client, but only the most important settings:
| incoming server: | mail.secureoffice.net (193.138.219.25) |
| user name: | your full email address, e.g. john.doe@secureoffice.net |
| protocols: | POP (port 110) or IMAP (port 143) (see below) |
POP or IMAP?
To access your mailbox, we support two standard protocols: the POP protocol and the IMAP protocol. Which one should you use?
Typically, when using POP, you download each and every message to your local computer, after which the message is deleted from the server. As a consequence, you will loose all your email if your computer crashes or get stolen. Some email clients however, have an option "Leave message on server", but this is by default not activated when creating an account.
When using IMAP, the messages stay on the server and only the message headers are downloaded, after which your mail client shows the message subjects. The message content itself is only downloaded when you click on the message and it is (by default) not saved on your local computer. This can be a faster process if there are many or large messages (e.g. when you install a new computer), and -in case of theft- your messages are not lost, neither can the new owner access them. Email clients however can makes local copies of your messages, if the folder where they reside is configured for off-line use. Furthermore, the server communicates with the client, so if a new message arrives, you'll be notified directly.
So, POP or IMAP? If you care about your emails, we advise IMAP. Else POP is good enough.
Using webmail
To access your mailbox via the browser (e.g. when you're on holidays), we provide a webmail client called RoundCube.
When you are logged in to SecureOffice, you can access your mailbox by clicking on the 'Webmail' link in the left column. You can also just go to http://webmail.secureoffice.net.
Sending mail
If you work regularly on different locations (e.g. home and work), then you have to switch between different outgoing (SMTP) servers in order to be able to send out mail. To resolve that, you can use our SMTP server instead. The name of the server is smtp.secureoffice.net. Supported ports are port 25 and port 10125. Use the latter if your internet provider does not allow you to send mail to SMTP servers outside their network, like Telia in Sweden and KPN/Het Net in the Netherlands.
The server does not require authentication, but it is required that the server knows from which IP address you are sending mail. This is not a setting in your mail client, but a configuration item of your mailbox (see below).
Configuring your mailbox
To configure your mailbox, click on the 'Configure mailbox' link, that you will find under 'Webmail' in the left column.
Changing your password
If you feel the need to change your mailbox password, then fill in the desired password twice in the password form. Your password must meet our password complexity requirements.
Please note, that this function will not change your SecureOffice password!
SMTP settings
To use smtp.secureoffice.net as outgoing server, your IP address (the external address of the router) has to be known by the server.
Just logging in to SecureOffice at your location should be enough to have the server register the address. Your last five addresses (locations) are remembered, so if you regularly work at a few different locations (home, office, client), sending mail should just work.
Using another port
Most providers will block sending mail via another SMTP server than their own. This is done to prevent you from sending spam. By using port 10125 instead of 25, you can still use smtp.secureoffice.net.
Configuring automatic copy
Automatic Copy enables you to send a copy of each incoming mail message to one or more other addresses. This can be useful in a situation, where a person is not always capable of reading/answering emails, and wishes to leave that to someone else (e.g. to the secretary).
Fill in the target email address(es), separated by commas, spaces or new lines.
Configuring automatic reply
Automatic Reply enables you to send a message back to the sender. This function is also known as "Out of Office reply" or "Vacation message".
Fill in the form according to your wishes:
| Enable automatic reply: | Check this box to enable the automatic reply. This enables you to prepare your message before activating it. |
|---|---|
| Period: | Fill in the dates between which the message has to sent. You can either fill in a date (as 'YYYY-MM-DD') or a time (as 'YYYY-MM-DD, hh:mm').
If the dates are left empty, the automatic reply will work continuously. Use this if you wish to send a "Thank you message" to the sender. |
| Outgoing message: | Fill in the subject and the content of your message. |
| Copy incoming message to mailbox: | Typically for out-of-office replies, you wish the incoming message to be saved in your mailbox.
Uncheck this option if the incoming message needs not be saved. This could be the case if you wish to inform the sender that his message will not be read (e.g. for obsolete addresses), or to inform him about other options to leave messages (e.g. visit your website and use a special form). |
Configuring aliases
An alias is an email address that points to another address. All mail sent to the first address is delivered to the second address.
You can define as many aliases for your own (real) address as you want, as long as they are not in use by someone else. Fill in all your desired aliases. Separate them with commas, spaces or new lines.
Configuring mail groups
A mail group (or 'mailing list') is a group of email addresses, where you can send mail to by sending it to the mail group's address. So, if the mail group is called mygroup@secureoffice.net and has the members john@wherever.com, katrina@somewherelse.com and harry@nextdoor.net, then an email to mygroup@secureoffice.net will result in emails being sent to all 3 members.
You can define as many mail groups as you wish, with as many members as you wish, as long as the mail group name is not in use by someone else. Separate the member addresses with commas, spaces or new lines.
Note: for privacy reasons, it is common use to use the mail group address as a Bcc:.
Other functions
Message Centre
Read a message
Send a message
Support Centre
If you can't find the answers in this wiki, or if you experience unexpected behaviour of the site, then you can visit our Support Centre to ask your question.
