Virtru Academy Live: Virtru O365 for End Users

Steven Margolies: Hello, everybody. Thank you for joining today. We are going to give folks just a couple more minutes to join in and probably get started around 1:05.

Thank you. Hello, everybody. Thanks again for joining. We can now get started. Today's session will be Virtru for Microsoft Outlook 365 end-user training. My name is Steven Margolies. I am the Senior Director of Customer Support here, and what we'll cover today is what Virtru is and why it is important, how to use the 365 add-in, how to get support, and we'll have time at the end for questions. If you want to throw your questions in the chat while we go, I will go back through them at the very end.

So with that, let's get started. What is Virtru? Virtru is an email and file encryption solution that gives users full control over their sensitive data. We play a key role in helping customers keep their data secure and stay compliant with major regulations such as HIPAA, FERPA, and CJIS. Using Virtru to encrypt your content helps customers ensure that they stay compliant with regulations. Failure to do so could lead to large fines. It limits the risk of a data breach, providing an additional layer of security to help maintain control over your data and ensure only authorized recipients have access, and we help maintain trust. If there is a breach or some sort of compliance violation, that can undermine the trust that your customers have with you, which can lead to economic fallout, sometimes leading to millions of dollars.

When to use Virtru? This slide here is just examples. For any specific guidance for you and your team, please make sure you talk to your internal admins. But we commonly find that users use Virtru to share health information. Again, we mentioned HIPAA. Maybe it's case reports or confidential legal communications. Anytime you're dealing with personal or financial data, it might be a good idea. We also see that many organizations use it for onboarding, benefits, and compensation information—really anything that you want to keep private. Again, this slide just contains examples. If you need guidance on when to use Virtru and what the main use case is for your organization, talk to your internal admins.

For the bulk of today's session, we're going to go over how to use Virtru. We're going to cover installation, activation, sending securely, applying additional security settings to your content, how to read secure emails, secure search, the recipient experience, and also additional tips and tricks.

First up, installation. If you're going to install Virtru on your own, you'll need to go to the Virtru Help Center to get started. You'll go to Virtru for Users, then the Outlook 365 add-in section, get started, and install. Now, before I go through this, I do want to note that for some end-users, their admins will deploy this for them, so they won't need to go through these steps. But for those of you that are allowed to install things on your own, this will walk you through how to do so.

First, you will want to go to this link in your browser. We'll go there in a second, right-click, and save that. I'm going to go to that link, right-click, save it to my downloads, come back here, and save it as an XML in this easy location. Then I'm going to use one of these two links to open my Outlook 365 add-in in the web application, and it will bring up what is known as a side-load menu. Here, you go to My Add-ins, add a custom add-in from a file, and you want to grab the XML that we saved. You can see it's listed there. It might take a moment to appear. I might give this a quick refresh.

You can see now Virtru is there. If you don't see Virtru listed here, you can usually click apps to open it. It will open Virtru on the side here and give you some activation options. You can also pin it if you know you're going to be using Virtru a lot. That way, every time you open a new draft, Virtru will be pinned. I'm going to activate using my provider credentials. It's the easiest way.

Once you have Virtru enabled or activated, you have a toggle here in the menu. Let's say you want to send a secure message. If I open Virtru here, you can see I have some options. What's going to happen is once I send an email, it will wrap that. So I'm going to go ahead and get an email together, add a file, enter my recipient, and I'm also going to add just a random keyword just so it can help with the search later.

Once your email is together, you have some options to disable forwarding, which means if the recipient sends this message on to somebody else, the new recipient would not be granted access. Expiration date, where you can say this is going to expire in a set timeframe. You can watermark the attachment so that for compatible attachments, when they're being viewed, it will have the recipient's email address across the face of the document and won't allow them to download a copy. Or persistent protection, where even if they download the attachments, it's actually downloading a link where they then have to verify and access it within the Virtru system. I'll show you what that looks like on the recipient side, but let's go with watermarking for this example.

Once your message is ready, you can go ahead and hit send. You'll see that it's working on your request, and it's now been sent out. Now to read messages, let's start with that example I just sent. It's going to be the same process either way. Let's go in here and find that message. You can see it opened in this window. But again, when you first open Virtru, you're just going to see—I'm going to really highlight this—you're just going to see "Unlock Message." So you can either click Virtru here or open Virtru here. You don't need to click "Unlock Message." When you do so, it opens Virtru in this side window and allows you to decrypt the content. And if needed, you can pop this out.

Now let's go to the recipient experience for a second. When users that don't have Virtru receive a secure message, they'll see a template like this. It will have a logo, and I'll show you what another one looks like, and an "Unlock Message" button. Or, if you have custom branding, you might have slightly different colors and your own image. When I click on that, that user gets directed to the Virtru Secure Reader where they can select their email address or enter it manually. The reason someone might enter an email address manually could be that there are too many recipients to list, or they were BCCed, so we don't want to display that email address. Typically, recipients will click that, and they'll have two options to decrypt that content. You can either sign in with the provider or a verification email, which I'll display. With that pathway, they can either click the link or use the code in that entry field.

Once they do so, they get into the message. They can see the expiration date is noted. Also, when you look at the attachment, you can see it only has a view option. And when I go to view this, the email address that I'm using is displayed across the face of the document. Also, while I'm in here, I can reply. As the external user, I will actually get a copy in my inbox because it goes to the inbox, but I get a copy there. And as the original sender, I get a copy back.

Now, again, when you see the message, it is not going to decrypt automatically. You'll want to open Virtru in one of these two ways. Sometimes you go into the menu to find it. Once you find Virtru, open it. If you want, you can pin it for anytime you open messages. You can try to decrypt them automatically, and you can see that content.

Also, I mentioned the ability to do search. If you are in a message and you have Virtru open, you do have the ability to go to the search bar. Look for that word, "Cheddar," and search. What it does is actually put text into my clipboard. I'm going to paste it in. This is the plain text of that word, and these are actually search tokens to find that word in the encrypted body. I want to note that your search function will only work, one, if your admin has enabled it, and two, if you're looking at content created by you or members of your organization. So that search is not going to bring up messages that were sent from other Virtru customers. Here is the message I sent already, and again, that word "Cheddar" was in there.

I also want to note that, occasionally, you might find that Virtru will automatically encrypt content or present warnings based on the contents of your messages. What that might look like is we go here to a new message. I'm not going to toggle it on. When I go to send that, you'll see Virtru is going to first process, and then it actually quickly wraps that message. So I go back here again, and this has been wrapped.

You also might find that your emails give you a warning where you have the option. So, again, I'm not going to toggle Virtru on and I'll leave that off. I'll use a phrase that my organization is set to flag. I'll hit send. Now I'm getting a pop-up that is saying, "Hey, this might be sensitive. Do you want to protect and send, send it unsecurely, or cancel to go back and edit your message?" If you protect and send, it will wrap just like the other ones.

I also want to mention a few other things. I mentioned pinning. You will have to pin separately for your draft experience versus your reading experience if you do want to pin. Also, we have an add-in menu that we might use in troubleshooting or you might need in your day-to-day. If your team is making settings changes, you might want to pull those changes in immediately by refreshing your user settings. Otherwise, it can take up to twelve hours. If you want to completely log out and reset everything, you can clear the add-in cache. While troubleshooting an issue with Virtru, you might be asked to enable debug logging.

Then we have quick links to our support page and the Control Center, where you can manage content for you and your team if you're an admin. Typically, you'll see the personal section with my data and settings, and then the link to the main Virtru page.

Before I go too far, I want to go over how to get support. There are two ways. We do have the Help Center, which has a lot of great self-serve content. You go to Virtru for Users, and there's a section for the 365 add-in where we have "Get Started," which is pretty much how-to guides, as well as a bunch of troubleshooting content. If you are still having additional questions or trouble, we have the option to contact support, which will open a ticket with my team, and we'd be happy to assist.

With that, I can definitely jump into the Q&A. If you have any questions, please add them in, and I will go through them. I see that there is one question. What is enable GCC CDN? That is a good question. Occasionally, if you're in this add-in menu, you might see an additional option for certain organizations on a different Microsoft backing for their government accounts. They might have that option. That might change how the add-in interacts with those slight differences in the GCC versions of Outlook versus the standard business versions. It might be used for troubleshooting.

I also have a question about dark mode support in Outlook. I don't have any details on supporting dark mode, but I can definitely make sure that is raised with our product team. Any other questions I can answer today?

The next question, is it possible to deploy a gateway and still be CJIS compliant? The gateway is a different product than the add-in. As you see here, the add-in is client-side. It's operating right here on my machine. The gateway is server-side. For CJIS, if that is something your organization is looking to incorporate, I would definitely suggest talking to our Solutions Engineering team, and they can help detail how Virtru could be a part of your CJIS compliance solution. They will have more details in terms of what CJIS requires and how the gateway being server-side might differ from the client-side solutions. A lot of it depends on what you need to be encrypted and where. The server-side solutions will wrap content as it's leaving your org, versus a client-side solution that ensures even the local content might be encrypted. So again, for CJIS direction and for help in determining how Virtru can assist with your CJIS needs, I would definitely talk to our Sales and Solutions Engineering team.

Is there a way to use Virtru with the new version of Outlook? That's another great question. The nice thing about the O365 add-in is that it actually follows the account. Once you install it, it is now linked to your account. So here, I have smargolies@virtru.desktop.biz. No matter where I access Outlook, this should be following me, assuming you're on a modern supported version. So we have the web version. It also will appear in the Outlook desktop version for Windows, which could be Classic or New, as well as Outlook for Mac. And there's even some support for reading content if you're using your Outlook mobile app. So again, it is a user-based installer. Because you're installing it through the Microsoft add-in menu, it's going to follow your email address across Microsoft platforms. But you will do the install in this flow where you have to start in OWA so you can get to that menu, or an admin can push it out in the Microsoft admin console.

Any other questions before we wrap today's session? Just so you all are aware, we will send out a video after this session to all the registrants, so you can share that with your team. We also will run these sessions again. Next up in our webinar series, we will be doing Secure Share 101 for our users. So if your organization is using that product, definitely send your end-users, and we will go over how to use that product—sending, requesting, the recipient experience, everything. And this is part of our ongoing Virtru Academy Live set, where we usually go the first Tuesday of the month and rotate products.

Alright. Well, if that's all the questions for today, we can go ahead and wrap this up. And if anything else does come up, please, I encourage you to go to our Help Center. Again, support.virtru.com. Lots of great content, and we're happy to assist if you have any further questions. Hope everyone has a great day.