What is Secure eMail for?

Features > Server features

After looking at the way people use their existing email, and talking to users about what functions they wanted Secure eMail to have, we've made a number of improvements to make it easier and simpler to use.

We've listed some of the main features for users with server accounts below.

Group mailbox

A group mailbox is a separate mailbox account with its own email address, which can be accessed by more than one user, as long as they have the correct permission. If your organisation has an SMTP Secure eMail account, your organisation administrator can set up Group Mailboxes through your local mail system.

Users can be given different permissions with respect to a group mailbox. 'Read' access will enable them to view and open email messages in the group mailbox. 'Write' access will enable them to move/copy new email messages into the group mailbox. Lastly, 'mail' access will enable them to send emails within the group.

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Distribution list

If a number of you regularly need to send emails to a particular group of people you Organisation Administrator can set up a distribution list on the Secure eMail directory so that all of you can use it. If you are a member of a distribution list, you can receive emails addressed to that list directly into your inbox.

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Alerts

If you have an SMTP account, Secure eMail will send you alerts to notify you if the service is going down for maintenance work, or to warn you that your password is due to expire. These alerts will also be sent to your non-Secure eMail address.

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Anti-virus

Emails passing through the Secure eMail system are checked by an anti-virus application that scans them for known viruses. If a virus is found, an email alert is sent to the Cable & Wireless operations team, the Secure eMail administrator and the user who generated the virus.

The anti-virus system is updated automatically.

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CJSM in subject line

'CJSM' will appear in the subject header of Secure eMail messages that you receive if you are connected via your own server, making it easier to identify which emails are secure.

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Information for SMTP users - FAQs

SMTP stands for Simple Mail Transfer Protocol, a protocol for sending email messages between servers. Most email servers use SMTP to send messages from one server to another over the internet.

When SMTP users are connected to the Secure eMail service, they continue to use their existing email account with the addition of the suffix 'cjsm.net' to their address. e.g. eric.brown@greenstonechambers.co.uk.cjsm.net

SMTP users will see their Secure eMails appear in their inbox as usual - Secure eMails will be clearly marked as such.

Below, we've put together a list of the most commonly-asked questions asked by SMTP users.

What happens if I forget my password?

If you have forgotten the password to log in to your organisation's system you should contact your own IT administrator.

If you have forgotten the password to log in to the Secure eMail server in order to access the Search Directory, call the Helpdesk on 0870 010 8535 with your User name and the memorable data / known facts that you supplied when you were originally connected. (This will be similar to the information banks request from customers to maintain security.)

As long as these can be supplied, the Helpdesk can reset your password immediately.

If you cannot confirm your memorable data, you will be referred to the Secure eMail Service Manager who will liaise with the Secure eMail Helpdesk for you.

How do other Secure eMail users know I am registered?

Your organisation administrator will have created an entry for you in the Secure eMail Directory, and other Users will therefore be able to see you are connected. If you want to proactively advise regular contacts that you are connected, simply send them an email using your Secure eMail account and ask them to add your Secure eMail address to their list of contacts.

You should check your entry details in the Directory and make any amendments when you first log in. This can be done using the options on www.cjsm.net.

Select 'Search Directory' from the menu on the left hand side, search for your entry and use the Edit facility to make any changes.

Can I access the Secure eMail service from any PC?

You will be able to send and receive Secure eMails at the PCs you currently send and receive normal work emails from.

Can I access my Secure eMail account out of the office?

Your organisation may provide you with the facility to access its server when you are out of the office.

If you work away from your office for a significant amount of time, you can ask us to set up a new mailbox account for you, which will allow you to work remotely, providing you have internet access and can dial in.

You will have a separate email address for this mailbox account, e.g. eric.brown@cjsm.net, and you will need to arrange for your emails to be sent to both this and your Secure eMail address at your organisation.

If you wish to apply for a mailbox, please first check your organisation's security and IT policies.

How can I ensure urgent emails are read when I am out of the office?

If you have administrative staff who will be in the office during your absence, a group mailbox, which a range of people can access, can be set up for all incoming messages.

Other members of your practice will then be able to deal with any urgent communications - either answering them or forwarding them to you or someone else in your organisation to deal with.

A group mailbox can be given a general name such as: admin@smithsolicitors.co.uk.cjsm.net

Ask your organisation administrator to set one up for you.

What is the maximum email size I can send?

This will depend on the capacity of your server and the server to which you are sending messages. The maximum size email you can send by Secure eMail is 10 MB, which equates to well over 1,000 normal text email messages or as an attachment, over 600 pages of text. Some organisations set lower file size limits so you may find that while your system can send (and receive) emails which are over 4 MB, the organisation you are sending to may not be able to receive them.

How do I know my emails have got through?

You can request delivery, read and non-delivery reports to be returned to you when you send a Secure eMail, providing your existing email service and the recipient's system support that functionality - some systems are set up to block these reports.

However, absence of a non-delivery report should not be taken as confirmation that important emails have reached the addressee and it is best practice to confirm they have arrived.

What will happen when my mailbox is full?

The size limit for your mailbox will depend on your organisation's server and any existing procedures will apply.

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