User Guide - intralinksilearn.intralinks.com/UserGuides/Courier Plug-in.pdf · Visual Studio Tools (VSTO) and Primary Interop Assemblies (PIA). 3. When you are finished, continue

IntraLinks Courier Plug-in for Microsoft Outlook

User Guide

Copyright ©2012 IntraLinks, Inc.

Version 3.2September 2012

IntraLinks 24/7/365 supportUS: 212 543 7800UK: +44 (0) 20 7623 8500See IntraLinks login page for international [email protected]

IntraLinks Courier Plug-in User Guide page 1

Table of ContentsChapter 1: Installation ..................................................................... 2

Installing the IntraLinks Courier Plug-in for Microsoft Outlook 2007 or 2010 ...... 2

Installing VSTO and PIA support for Outlook 2007 ................................................ 5

Installing VSTO and PIA support for Outlook 2010 ................................................ 5

Chapter 2: Sending Courier packages using Microsoft Outlook ..... 8Logging in and out of the Courier plug-in for Outlook .......................................... 9

Sending attachments via Courier .......................................................................... 11

Pausing and resuming a package transmission ................................................... 17

Canceling a package transmission ........................................................................ 18

Pausing, resuming, and canceling all package transmissions ............................ 19

Creating Courier packages off line......................................................................... 19

Setting preferences ................................................................................................. 20

Tracking IDs ............................................................................................................. 24

Check for software updates.................................................................................... 24

Help .......................................................................................................................... 24

About IntraLinks Courier......................................................................................... 24

Sending log files...................................................................................................... 25

Frequently asked questions.................................................................................... 25

Appendix A: Performance Guidelines and Limitations .................. 29

Chapter 1: InstallationInstalling the IntraLinks Courier Plug-in for Microsoft Outlook 2007 or 2010

If you use Outlook to send email, this plug-in provides an alternative for sending

your IntraLinks Courier packages. The installation program is an MSI file with a

name that indicates the release. Note that the screens will vary slightly for Office

2007 and Office 2010.

Note:

If you are using Outook 2007, see Installing VSTO and PIA support for Outlook

2007.

If you are using Outook 2010, see Installing VSTO and PIA support for Outlook

2010.

1. When you start the installation program for the IntraLinks Courier plug-in for

Microsoft Outlook, a review license screen may appear. If this window

appears, review the license terms, then click Accept to continue the

installation process. The following screen appears:

Figure 1: The Welcome screen for the IntraLinks Courier Outlook Add-In Setup Wizard

2. Click Next to continue. The License Agreement screen appears.

3. Review the license agreement and, when you are ready to accept it, mark the

option I Agree and click Next.


Figure 2: Review and accept the license agreement

4. On the next screen, you will select the location where the IntraLinks Courier

add-in software will be installed. The default installation location is

c:\IntraLinks\IntraLinks Courier Outlook 200x Add-in\. If you want to select

another location, click the Browse button and select the location you want.

Figure 3: Choose the location where the IntraLinks Courier Outlook Add-In will be installed

5. Click Next.

6. If you are satisfied with your selections, click Next to begin installing the

IntraLinks Courier Outlook Add-In. If you want to make changes, click the

Back button until the screen you want appears; make your changes and

return to this screen to begin the installation process.


Figure 4: Confirm Installation

7. Click Next. The following screen appears, allowing you to monitor the

progress of your software’s installation.

Figure 5: You can monitor the progress of the installation


8. When installation is complete, click Close to close the Setup Wizard. You

are ready to begin using IntraLinks Courier with Microsoft Outlook.

Figure 6: Finish installation

Installing VSTO and PIA support for Outlook 2007

The Courier Plug-in for Office 2007 requires both Visual Studio Tools (VSTO) and

Primary Interop Assemblies (PIA) to work with Outlook email. These

components are not include with Microsoft Office 2007 so you will need to

download and install them.

1. When you begin installation of the Courier Plug-in for Microsoft Outlook

2007, you will receive a message telling you that you need to install Visual

Studio Tools (VSTO) and Primary Interop Assemblies (PIA).

2. Click the link provided and follow the instructions to download and install

Visual Studio Tools (VSTO) and Primary Interop Assemblies (PIA).

3. When you are finished, continue with installation of the Courier Plug-in for

Office 2007.

Installing VSTO and PIA support for Outlook 2010

The Courier plug-in for Office 2010 requires both Visual Studio Tools (VSTO) and

Primary Interop Assemblies (PIA) to work with Outlook email. If these files are

not already present, they need to be added, as described below.

1. From the Start menu, choose Control Panel. The Control Panel screen

displays.

2. Select Uninstall or Change a Program. The Uninstall or change a

program screen displays.


Figure 7: Uninstall or change a program screen

3. Right-click the installed version of Microsoft Office 2010 and select change.

The change installation screen displays.

Figure 8: Change installation screen


4. Select Add or Remove Features and click Continue.

Figure 9: Installation Options screen

5. Click the downward arrow next to .Net Programmability Support and

select Run From My Computer and click Continue.

Figure 10: Configuration process screen

6. When configuration is complete, click Close.


Chapter 2: Sending Courier packages using Microsoft Outlook

If you use Microsoft Outlook 2007 or 2010 and you chose to install the IntraLinks

Courier plug-in for Microsoft Outlook, depending on your Courier plug-in

settings, you can automatically intercept files attached to your email messages

and send them to the messages’ recipients via IntraLinks Courier. Courier

provides a greater level of security than most email messages and it supports

files up to 6 GB.

The following topics are covered in this chapter:

• Logging in and out of the Courier plug-in for Outlook

• Sending attachments via Courier

– Package options

• Pausing and resuming a package transmission

• Canceling a package transmission

• Pausing, resuming, and canceling all package transmissions

• Creating Courier packages off line

• Setting preferences

• Tracking IDs

• Check for software updates

• Help

• About IntraLinks Courier

• Sending log files

• Frequently asked questions


Logging in and out of the Courier plug-in for Outlook

You can log into the Courier plug-in from the IntraLinks Courier menu within

Outlook.

If you have forgotten to log in and send an Outlook message using Courier, you

will be prompted to log in. If you decide not to, your message will be saved in

the IntraLinks Outbox. It will be sent when you next log in.

Log in from the Courier plug-in menu

1. In Outlook, locate the Courier plug-in menu and click the down arrow.

• In Outlook 2007, the menu is located in the upper-left-hand corner of the

screen.

• In Outlook 2010, the menu is located under the Add-Ins tab.

The screen opens:

.

Figure 1: Courier plug-in menu for Outlook 2007

2. Then:

• If you are a first-time Courier plug-in user, select Settings. This will

enable you to register your preferred Courier plug-in settings once you

have logged in.

• If you are an experienced user, select Log In.

3. Enter your email address and password.


Figure 2: Log-in screen with Options button

If you check the Remember Me option you will be logged in automatically

whenever you launch the Courier plug-in for Outlook application.

If your organization uses a proxy server to provide access to the Internet,

click the Options button to enter settings for the server. If your organization

does not use proxy authentication or if you previously entered this

information, skip this step.

Contact your organization’s IT team if you are unsure whether you need to

make entries here and to obtain the information required for these fields.

Figure 3: Login screen showing proxy server options

4. Click Log In.


Log Out

1. Select Log out from the IntraLinks Courier plug-in menu.

You will be prompted for confirmation.

2. Click Yes.

Sending attachments via Courier

The Courier plug-in works seamlessly with Outlook. You can deliver an Outlook

message using Courier, or you can convert an existing email message to

Courier. In some cases, your company policy may mandate the use of Courier

for attachments over a certain size, or for all attachments.

Converting an Outlook email message to a Courier package using the Outlook Attach File button

1. Click New to open a new email message.

2. Compose your message and click the Attach File button.

3. Select a file or files and click Insert.

This is the method you use normally to attach files to Outlook messages.

Note: You cannot convert an email message to a Courier package without

adding an attachment.

4. Type your message.

5. Click the Deliver by Courier button.

If you haven’t logged in, you will be prompted to do so.

The Courier pane opens on the right-hand-side of the screen, allowing you

to set all the package options described below.

If you wish to cancel the Courier package, click the Deliver by Courier

button again. You will be given a choice to remove the attachments and

return to your Outlook email message.

6. Click Send.


.

Figure 4: Courier conversion in Outlook

Converting an Outlook email message to a Courier package using the IntraLinks Attach File button

1. Click New to open a new email message.

2. Compose your message and click the Attach File button shown above

IntraLinks Security.

Note: This is different from the Outlook Attach File button.

3. Select the file(s) you wish to add and click Open.

The Outlook message is converted to a Courier package.

If you haven’t logged in, you will be prompted to do so.

If you wish to cancel the Courier package, click the Deliver by Courier

button again. You will be given a choice to remove the attachments and

return to your Outlook email message. Select Yes.

4. If you wish to make your text message private, click the Private Message

button above IntraLinks Security and confirm your selection by clicking

Continue when the warning message appears.

“Your message will be made secure” will appear under Options in the

right-hand pane.

Note: The private message will be sent as plain text. Any images or

formatting will be removed and cannot be undone.

To remove a private message, click the Private Message button and then

click Continue.

Adding a private message will require package recipients to log in to access

your package. Your private message will appear on a pop-up screen once

the recipient logs in.


Figure 5: Adding a Private Message

Package optionsYou can apply a number of settings to your Courier package. The options

available to you in the right-hand panel may have already been set by your

organization as a matter of company policy. If this is the case, you will not be

able to change these settings.

The Package Options icons for Package Security, Permissions, and

Notifications are white when no options have been selected. If you choose one

or more options under that setting, the icon will turn orange. You can deselect

these options by clicking on the icon. It will turn white again.

5. Under Package Security, if this package contains sensitive information,

require the recipient to enter his or her email address and IntraLinks

password in order to access the package.

If you don’t select this option, you will be sending a public package. You

cannot prevent recipients from forwarding a public package to others. If you

have allowed recipients to respond to your package, you may receive

responses from everyone who receives a forwarded copy. Additionally,

Courier does not keep track of who responds to a public package, other than

indicating how many respondents there are.

Mark the Delete package and replies on: option and select a date if you

want to limit the amount of time recipients will have to access the files in the

package. After the date specified, the files will no longer be available to the

recipients. If you do not specify an expiration date, the files will be available

indefinitely. If, for any reason, the expiration date expires before your

package is sent, you will receive a warning message that allows you to reset

the expiration date or send the package without one.

Next, determine whether the contents of the package should be protected.

Depending upon the type of files that you are sending, you can either

prevent recipients from downloading copies of the files or require them to

enter their email addresses and passwords before viewing downloaded

copies. You also can prevent recipients from printing the files. Your

selection here affects only specific file types; other types of files cannot be

protected in this way.


The following file types can be protected.

• PDF (Portable Document Format)

• Microsoft Word (DOC, DOCX)

• Microsoft Excel (XLS, XLSX)

• Microsoft PowerPoint (PPT, PPTX)

The following versions of Microsoft Office files can be protected:

• 2000 (Service Pack 3 or later)

• 2003 (Service Pack 1 or later).

• 2007

• 2010

Select one or both of the following options. If you don’t select either of these

options, recipients are allowed to print the files and to download copies of

the files to their computer or a network drive.

• Do not allow Save – Choose this option to limit recipients’ ability to

download and share files. Microsoft Office files can be downloaded, but

recipients who download them will be required to enter their email

address and password in order to open the files. All Microsoft Office and

PDF files in your packages will be affected if you choose this option.

• Do not allow print – Choose this option if recipients will not be

allowed to print the files or download them (PDFs) or open them without

entering their credentials (Microsoft Office files). If you choose this

option, the Microsoft Office and PDF file types listed above will be

affected.

Notes:

– If you select Do not allow Save, viewers will be able to print the file

and share the printed copy with others. If contents of the file are

particularly sensitive, consider the selecting both options, which

provides a higher level of security.

– If you select Do not allow Save for a public package, recipients can’t

save the package but they can share the information by forwarding

the package because no password is required.

– MS Office Document protections are not supported by Macintosh

computers, and recipients cannot access protected files using these

computers. If you know that some recipients have Macintoshes, you

may want to send a package with unprotected files to them;

alternatively, they will have to access the files using a Windows-based

computer. PDF protection is supported on Macintoshes.

– Make sure you have the latest IRM plug-in installed. You will be

prompted to download the plug-in if you try to open a protected file

not supported by your current IRM plug-in.

IntraLinks Viewer

If it is enabled on your Courier exchange, you also have the option to use

IntraLinks Viewer, IntraLinks proprietary document viewer application. It


provides enhanced security for PDF documents, Microsoft Excel

documents, Microsoft PowerPoint documents, and Microsoft Word

documents. The Viewer provides an alternative to Adobe Reader and

similar tools. It also allows Macintosh computer users to view protected

documents. IntraLinks Viewer is enabled by default on your exchange

but if you experience any problems, call your customer service

representative.

• If you send a secure package, you have the ability to select the type of

protection: IntraLinks Viewer or the IRM plug-in. If IntraLinks Viewer

does not function for some reason, the package will be opened using the

plug-in.

• If you send a public package, IntraLinks Viewer will be selected

automatically. No backup is provided in the event of failure.

For more information, see the IntraLinks Viewer Quick Reference.

6. Under Permission, select Allow replies back to this package if you

want recipients to be able to send a package in return. You cannot change

this setting if you decide to update the package and resend it.

If you log into Courier Web and delete this package from your Sent Packages

screen, no one will be able to respond to it. It will be deleted from the

recipient’s Inbox, or in the case of non-registered recipient, the email

response link will become inactive.

Check the Allow recipients to see replies check box if you want all

package recipients, including you, to see each other’s responses.

7. Select Options under Notification and select the Confirm delivery check

box if you wish to receive email notification that your package has been sent

successfully.

Select the Notify me when file is opened check box if you wish to receive

an email notification:

• When a recipient has downloaded a file from a public package you sent.

– You will receive one email notification each time the file is

downloaded.

• For each recipient who has downloaded a file from a private package

you sent.

– You will receive email notification only on the first download by each

recipient.

You cannot change this setting if you decide to update this package and

resend it.

8. Select the Use as default settings check box if you will be using these

settings for most of the packages you send. You can always change the

settings for an individual package.

9. Review your selections, then click Apply.

Note: As an alternative, if you wish to select all the package options for a given

category (Package Security, Permissions, Notifications), click the icon next

to it. The color will change from white to orange. To preserve these settings for

future packages, select the Use these settings for future packages check

box.


10. If your organization assigns tracking IDs to clients, projects, or cost centers

for billing purposes, you may be required to enter one for each package you

send. If this is the case, either:

• Type a tracking ID in the Tracking ID box

• Select a tracking ID from the list provided

If your organization pre-assigns tracking IDs, you can see the description

associated with a given ID number by clicking the box to the right of the pull-

down menu.

11. Review your selections, then click Send.

Suspending a package transmissionIf you need to close Outlook for any reason while a package transmission is in

progress, you will see the following message:

1. Click OK and the transmission will be suspended.

The following message will be displayed:

Note: If you don’t restart Outlook within a week, all the packages in your

queue will be removed.

2. Select one of the following options:

• View — Opens the transfer screen, which displays the progress of your

package transmission and shows all of the packages in queue.

• Cancel All — Cancels all packages in the queue including the package

in progress.

• Continue — Resumes the package transmission.

If your package can’t be sentIf your package cannot be sent for any reason, an error message will be

displayed informing you of the reason.


Pausing and resuming a package transmission

You can pause and resume package transfers using the Transfers screen,

available from the IntraLinks Courier menu on the Outlook menu bar. This

menu option will only be accessible when a file is being transmitted.

.

Figure 6: Courier plug-in menu

1. While a transfer is in progress, select View progress from the IntraLinks Courier menu.

The IntraLinks Courier Transfers screen opens, allowing you to:

• Pause one or all transfers and resume them later at your convenience.

Pause is particularly useful for very large packages that may take some

time to upload or download. If you want to send a package immediately

and a large file transfer is preventing you, you can pause the larger file.

• Resume the transfer of one or all paused packages.

Note that only one package can be transferred at a time.The other

packages remain in a waiting state until the current transfer completes.

• Cancel individual package transfers or all package transfers.


Figure 7: Courier Transfers Screen

2. Identify the package you want to pause and click the Pause button to

the left of the transfer progress bar.

The transfer pauses. If the next package in the queue is waiting, and not

paused, it will resume automatically.

3. To resume the transfer, click the Resume button to the left of the

transfer progress bar.

The transfer resumes.

Canceling a package transmission

1. While a transfer is in progress, select View progress from the IntraLinks Courier menu.

2. Identify the transfer you want to cancel and click the Cancel button to

the right of the transfer progress bar.

3. When you are asked to confirm your cancellation, click Yes.

The transfer is canceled and the file is removed from Outlook and from

Courier.


Pausing, resuming, and canceling all package transmissions

The icons on the top pane of the Courier Transfers window are used to:

• Pause all package transfers

• Resume all package transfers

• Cancel all package transfers

Minimizing and maximizing the Courier Transfers window

If you want to continue working on your computer you can still monitor the

progress of your transfers by minimizing the Courier Transfer window. It can be

dragged anywhere on your desktop.

To minimize the Courier Transfers window:

1. Click the downward-pointing green arrow on the right-hand side of the

screen.

The screen is minimized. You can still use the pause all, resume all, and

cancel all transfers features.

Figure 8: Courier Transfer screen minimized

To maximize the Courier Transfers window:

1. Click the downward-pointing green arrow on the right-hand side of the

screen.

You can now use all of the features of the Courier Transfers screen.

Creating Courier packages off line

You have the ability to create IntraLinks Courier packages in Microsoft Outlook

even when Outlook is in off-line mode (not connected to the Internet). The

packages you create will be stored in the IntraLinks Outbox folder until you are

online again, at which point they will be transmitted.


Setting preferences

Using the IntraLinks Courier Settings screen, you can specify which email

attachments will be sent via IntraLinks Courier. You also can choose a number of

other settings that will be applied by default to your packages. You can always

override these settings for individual packages using the icons on your Outlook

email message.

Note: Some of these settings may not be displayed, or you may not be able to

change them, depending upon your organization’s policies for IntraLinks Courier

use.

Figure 9: The Settings screen

Configure settings for the IntraLinks Courier plug-in

1. From the IntraLinks Courier menu on the Outlook menu bar, select

Settings. The IntraLinks Courier Settings screen appears.

2. Using the Recommend IntraLinks Courier options, specify which email

attachments, if any, will be sent using Courier. Choose one of the following

options:

• For any attachment

• For attachments bigger than [x] MB

– If you select this option, enter a value here

• Do not use IntraLinks Courier

• Select Tell me when this happens if you want to be alerted when

Courier is used instead of email


3. If your want to use a Tracking ID with your packages, select Include a Tracking ID.

4. Click Apply to register your settings.

5. Click the Package Settings Tab.

6. Under Package Security, mark the Require login to view package option if you want to set the default option to secure package. You can

change this setting for individual packages using the Package Security

options.

Important! You will not be able to prevent recipients from downloading or

printing the contents of packages that are sent without authentication, or

from sharing the package contents with others. For this reason, use care

when opting to send packages without the authentication requirement.

If this options does not appear, it may not have been enabled by your

organization’s IT (Information Technology) department.

Additionally, with an authenticated package, you can send a public note that

everyone can see or a private message that only the package recipient can

see. Mark the All messages are private setting to ensure that all package

text is sent as a private message.

7. Mark the Delete package and replies on: option and select a date if you

want to limit the amount of time recipients will have to access the files in the

package. After the date specified, the files will no longer be available to the

recipients. If you do not specify an expiration date, the files will be available

indefinitely.

Under For PDF and Microsoft Office Files:, determine whether the

contents of the package should be protected. Depending upon the type of

files that you are sending, you can either prevent recipients from

downloading copies of the files or require them to enter their email

addresses and passwords before viewing downloaded copies. You also can

prevent recipients from printing the files. Your selection here affects only

specific file types; other types of files cannot be protected in this way.

The following file types can be protected.








• 2007

• 2010

Select one or both of the following options. If you don’t select either of these

options, recipients are allowed to print the files and to download copies of

the files to their computer or a network drive.


• Do not allow Save – Choose this option to limit recipients’ ability to

download and share the files. For files in PDF format, recipients will not

be allowed to download copies of the files to their computer or a

network drive; the recipients will be able to access the file only on the

exchange. Microsoft Office files can be downloaded, but recipients who

download them will be required to enter their email address and

password in order to open the files. All Microsoft Office and PDF files in

your packages will be affected if you choose this option.

• Do not allow print – Choose this option if recipients will not be

allowed to print the files or download them (PDFs) or open them without

entering their credentials (Microsoft Office files). If you choose this

option, the Microsoft Office and PDF file types listed above will be

affected.

Notes:

– If you select Do not allow Save, viewers will be able to print the file

and share the printed copy with others. If contents of the file are

particularly sensitive, consider the selecting both options, which

provides a higher level of security.

– If you select Do not allow Save for a public package, recipients can’t

save the package but they can share the information by forwarding

the package because no password is required.

– MS Office Document protections are not supported by Macintosh

computers, and recipients cannot access protected files using these

computers. If you know that some recipients have Macintoshes, you

may want to send a package with unprotected files to them;

alternatively, they will have to access the files using a Windows-based

computer. PDF protection is supported on Macintoshes.

– Make sure you have the latest IRM plug-in installed. You will be

prompted to download the plug-in if you try to open a protected file

not supported by your current IRM plug-in.

IntraLinks ViewerYou also have the option to use IntraLinks Viewer, IntraLinks proprietary

document viewer application. It provides enhanced security for PDF documents,

Microsoft Excel documents, Microsoft PowerPoint documents, and Microsoft

Word documents. The Viewer provides an alternative to Adobe Reader and

similar tools. It also allows Macintosh computer users to view protected

documents. IntraLinks Viewer is enabled by default on your exchange but if you

experience any problems, call your customer service representative.




plug-in.





8. Under Permissions, select Allow replies to package if you want

recipients to be able to send a package in return. You cannot change this

setting if you decide to update the package and resend it.

If you log into Courier Web and delete the package from your Sent Packages

screen, no one will be able to respond to it. It will be deleted from the

recipient’s Inbox, or in the case of non-registered recipient, the email

response link will become inactive.

9. If you select Allow replies to package, you have the added option to

select Allow recipients to see replies if you want the recipients of your

Courier packages, including you, to be able to see each other’s replies.

10. Under Notifications, select the Confirm delivery check box if you wish to

receive email notification that your package has been sent successfully.

11. Select the Notify me when file is opened check box if you wish to receive

an email notification:

• When a recipient has downloaded a file from a public package you sent.


downloaded.


you sent.


recipient.


13. Click Lockbox.

14. IntraLinks Courier Lockbox provides an easy way for recipients of your

packages to send files back to you. Your recipients do not need to have an

IntraLinks Courier exchange themselves in order to use Lockbox.

Note: You can also use the Allow Response feature for this purpose. Which

one should you use?

• Use the Lockbox feature if you are soliciting information from users who

may not be known to you. Example: You are an employer soliciting

resumes. Example: You are a film director seeking screenplays.

• Use the Allow Response feature for private package replies (those that

require use authentication) from a select group of people. Example: I am

a lawyer who needs my clients to respond to certain documents.

• Use the Allow Response feature for public package replies when you are

not concerned about who sees the package. Example: I am a screen

writer soliciting responses to my screenplay.

Use the Lockbox settings options to determine whether IntraLinks

Courier’s Lockbox feature will be used, and who will be able to send

packages to your Lockbox.

• To enable Lockbox, select the Enable Lockbox option.

• To disable Lockbox, select the Disable Lockbox option.

15. Next:


• If you want to limit the number of people who can send packages to you,

select the Accept from my package recipients option.

• If you do not want to restrict use of the Lockbox, select Accept from anyone.

16. To add the Lockbox link to your email message, click the Copy button, and

paste the link into your email. Enter a note above the URL such as: “To

respond to this package, use my Lockbox URL.”

To create a new address, or URL, for your Lockbox click the Regenerate Address button. A new URL appears in the field above the button. You can

create a new address as frequently as you like. (Keep in mind that anyone

who has your existing address will no longer be able to send packages to

you.)


Tracking IDs

If your company is using Tracking IDs and you need to identify the person,

project, or institution associated with a tracking code:

◊ From the IntraLinks Courier menu on the Outlook menu bar, select

Tracking Ids.

A table showing each Tracking ID and its description will be displayed.

Check for software updates

To search for the latest software version of the IntraLinks Courier plug-in for

Outlook:

◊ From the IntraLinks Courier menu on the Outlook menu bar, select Check for updates.

A message is displayed informing you if a new update is available or if you

have the current version. If a new update is available, you will have the

option to install it.

Help

To open the help system for the IntraLinks Courier plug-in:

◊ From the IntraLinks Courier menu on the Outlook menu bar, select Help.

An HTML-based help system will open. Click on the topic categories for

more information.

About IntraLinks Courier

To determine which release of the IntraLinks Courier plug-in you are using:

◊ From the IntraLinks Courier menu on the Outlook menu bar, select About IntraLinks Courier.

The version number and date will be displayed.


Sending log files

If you encounter problems using the IntraLinks Courier plug-in, you can email

log files to the IntraLinks support team.

1. From the IntraLinks Courier menu on the Outlook menu bar, select Send log files. An email message opens with the log files already attached.

2. Enter the supporting information requested in the email and click Send.

Frequently asked questions

Is Courier an email program?

No. Courier is a secure file exchange service that enables business users to

easily share highly sensitive or large files with customers, colleagues and

partners. While it looks like email, Courier packages are encrypted and placed on

a secure server (on an IntraLinks exchange) and can only be retrieved by users

who have permission to do so. Recipients are sent email alerts telling them that

they have a package. If they are registered Courier users, they can click the link

in the email alert or log directly on to Courier. Either way, the package will

appear in their Inbox. If they are not registered Courier users, they can click the

link in the alert message to retrieve the package. They may be asked to register

at this time.

The Courier plug-in for Outlook (2007 and 2010) can be used in conjunction with

your Outlook email program. In this case, you have the choice to convert your

email messages to Courier packages, if they contain attachments.

What are private and public packages?

A private package is one that requires the recipient to log in to access it.

With a public package, anyone who has your email alert can open it. Remember

that people can forward email and you don’t always know who will have access

to the package once you send it.

Why can’t I change some of my Courier settings; the choices are grayed out?

Your Courier administrator has implemented company-wide policies that apply

to all or a group of users. You cannot override these settings. For example,

company policy may mandate that all packages require the recipient to log in, or

that tracking IDs must be associated with every package.

What is a tracking ID?

Some companies assign tracking IDs to clients, projects, or cost centers for

billing or auditing purposes. You may be required to enter one for each package

you send by either:

• typing a tracking ID in the Tracking ID box, or

• select a tracking ID from a drop-down list.


You will see the Tracking ID box whether the feature is required or not. If it is

required and you try to send a message without adding an ID, you will receive

an error message.

If I select “Notify me when file is opened,” will I be swamped with email notifications?

Here are the rules governing the Notify me when file is opened feature.


(one that requires the recipient to log in):


recipient.

• When a recipient has downloaded a file from a public package:


downloaded.

Because you can’t determine how many people will access a public package,

this feature should be used cautiously under these circumstances. If you want to

know how many people have looked at the files, use the Access Report feature

on the Sent Packages tab of IL Courier for the Web.

If I send a package to a non-Courier user, can he/she respond?

There are three ways to allow recipients who are not registered Courier users to

respond to the packages you send them.

• By including a Lockbox URL in your email alert.

• By selecting Allow replies to package under Package Settings.

– The following link will be added automatically to the email alert when

it is sent:

You may reply back to <name> securely with large files.

Use the Lockbox feature if you are soliciting information from users who may

not be known to you. Example: You are an employer soliciting resumes.

Example: You are a film director seeking screenplays.

Use the Allow Response feature for private package replies (those that require

use authentication) from a select group of people. Example: I am a lawyer who

needs my clients to respond to certain documents.

Use the Allow Response feature for public package replies when you are not

concerned about who sees the package. Example: I am a screenwriter soliciting

responses to my screenplay.

If I require recipients to log in, what will they have to do?

The recipient will be informed that someone is sending them confidential

material and that logging in assures that this package can’t be seen by others.


Recipients who use another IntraLinks product, log in using their existing

IntraLinks credentials.

A recipients new to IntraLinks will need to activate his/her Courier account

before they can open the package. They enter their email address, press submit,

and receive an email alert with a link to activate the account. This is a one-time

process and does not take long.

What kinds of files are protected, if I enable this option?

The following files types can be protected. Other file types cannot be protected.








• 2007

• 2010

IRM installationMake sure you have the latest IRM plug-in installed.

• IRM plug-in version 4.6.0.2009 or higher is required for viewing

protected MS office 2000 and 2003 files. This version of IRM plug-in does

not support viewing protected MS office 2007 and 2010 files.

• IRM plug-in version 5.00.210 or higher is required for viewing protected

2007 and 2010 files

If you are attempting to view a Microsoft Office 2003 document and you don’t

have an IRM plug-in installed, you will be prompted to download the plug-in.

This will also occur if you try to view a protected document not supported by

your current IRM plug-in.

If you are attempting to view a Microsoft Office 2007 or 2010 document and you

don’t have an IRM plug-in installed, you will be see the following error message:

This file could not be opened because it was encrypted with software that is not installed on your computer.

Note: No plug-in is available for the MacIntosh operating system

Options available with MacIntosh computersMS Office Document protections are not supported by Macintosh computers,

and recipients cannot access protected files using these computers. If you know

that some recipients have Macintoshes, you may want to enable the IntraLinks


Viewer on the exchange so that files opened by the recipient are opened in this

protective file rendering tool.

Or you can choose to send a package with unprotected files if there is no risk

involved. Alternatively, recipients will have to access files using a Windows-

based computer. PDF protection is supported on Macintoshes.

IntraLinks ViewerIf it is enable on your exchange, you also have the option to use IntraLinks

Viewer, IntraLinks proprietary document viewer application. It provides

enhanced security for PDF documents, Microsoft Excel documents, Microsoft

PowerPoint documents, and Microsoft Word documents. The Viewer provides

an alternative to Adobe Reader and similar tools. It also allows Macintosh

computer users to view protected documents. IntraLinks Viewer is enabled by

default on your exchange but if you experience any problems, call your

customer service representative.




plug-in.






Appendix A: Performance Guidelines and Limitations

IntraLinks Courier Plug-in for Microsoft Outlook

Performance Aspect Guideline Comments

File size 6 GB

Max. files per package 600 Over 50 files, other IL Courier

functionality such as the Package

Access report may suffer

performance degradation.

Package size Unlimited

Bulk account creation 1000

Total number of recipients 3000 new IL users may be

added to a package (new users

are recipients to whom you are

sending a package for the first

time)

3000 existing IL users may be

added to a package

3000 maximum recipients for

an ILCO package

These numbers include all

addresses in To, CC and BCC

fields.

Text limits In Secure Note: 4000

characters

In regular note: 1,000,000

characters

Documents

User Guide - intralinksilearn.intralinks.com/UserGuides/Courier Plug-in.pdf · Visual Studio Tools (VSTO) and Primary Interop Assemblies (PIA). 3. When you are finished, continue