Secure Email - How to Open Secure Emails

Overview Notes

  • Due to the growing regulatory demands and security concerns, the State of TN, Office of Information Resources (OIR) has implemented email encryption with McAfee Email Gateway.  With the current focus being adherence to the Health Information Portability and Accountability Act of 1996 (HIPAA), which is directed at health care agencies, the State of Tennessee must implement the appropriate level of email encryption for all sensitive and confidential information being transmitted via our electronic messaging system.
  • Agencies are not required to purchase any additional software or hardware to receive email from the State of Tennessee. Note however that access to the Internet via a web browser may be needed for some external recipients to retrieve secure messages.

Welcome Email

Your email message may look like the below:

Please note that this screen will be different, depending on what email system is used.

(i.e. America Online, Comcast, Qwest, etc.) Secure Web Mail notifications (not the actual email messages) are delivered to the external recipient’s email inbox.

When the message is opened, the following screen (email message) displays in the email window.

Recipients need to click on the “Activate your personal account” link.  This will open a browser and load the McAfee’s Secure Mail site.

Personal Account Activation

Create Password

The initial login to the State of Tennessee Secure Web Mail Portal, the screen as will be displayed as below. 

A The email address will automatically become the username.

B Create a password by entering a password of your choice into both boxes.  (Subsequent access to the State of Tennessee Secure Web Mail Portal will require that you only enter your password once.)

C – Select the Save button to go to the security questions to activate your account.

NOTE: Passwords must contain:

  • Minimum of 8 character(s)
  • Minimum of 1 ALPHA (A-Z) character(s)
  • Minimum of 1 special (not A-Z, 0-9) character(s)
  • Minimum of 1 number(s) (0-9)

Security Questions

The initial login to the State of Tennessee Secure Web Mail Portal, the screen as will be displayed as below. 

After you hit the Save button, you will get a message saying that you are done with registration.

After the Save button is clicked, an email will be sent to the recipient saying that the account has been activated along with a link to sign into the personal account.

Accessing Secure Mail

After registration is complete, click on the secure email notification (shown below). Please note that this screen will be different, depending on what email system is used.

(i.e. America Online, Comcast, Qwest, etc.) Secure Web Mail notifications (not the actual email messages) are delivered to the external recipient’s email inbox.

When the message is opened, the following screen (email message) displays in the email window.

A In the Message Details section of the email, note whom the message is sent from.

B – Recipients need to click on the “Read Message” hyperlink to access the content of the email message.

The Welcome Screen will display as below to the State of Tennessee Secure Web Mail Portal. The email address automatically populate in the User Name field.  The password will need to be entered and then click the Sign In button to logon. 

A The email address is the username.

B – The password is the password you entered during registration.

C – The “Forgotten your Password?” link.

D Click the Sign In button when you have entered your password.

Once a recipient has successfully logged on to the secure website, the actual email message will display.

A – A paperclip along with the name of the document will appear below the recipient's email address if there is an attachment to the message.  Click on the document to open or save the attachment.

B - Click on the “X” at the top of the screen to logout of the system when finished reading the email.

C Click the “Back to Mailbox” link to see all the secure emails currently in the mailbox.

The Available Mail Box screen will be displayed, showing any additional secure email the external recipient might have waiting.

A To delete a message, check the box next to the message

B Select the Delete Button, to delete all messages that have been checked.

After the message has been read, a reply can be sent by clicking Reply on the toolbar.  The message can also be printed or deleted from the toolbar.

Select either:

  • Reply – Send a message back to the sender of the message.
  • Delete – Delete this specific message.
  • Print – Print the message for future reference.

If Reply is selected, the following screen will be displayed. The Reply To Message screen already knows to whom the message is being sent and who is sending it, therefore, this information is automatically populated.

A – A message in the body of the email will need to be entered

B – Select either:

  • Send – send the response back to the originator of the message.
  • Cancel – the message will not be sent (Cancel closes the screen)
  • Add Attachment add an attachment. (Anything larger than 10 MB in size will be rejected and not sent)

If the “Add attachment” link is clicked, from the Reply to Message Screen, the following screen will be displayed.

To find the file to attach, click the Choose File button.

Once the file is attached, it will be listed in the message.

The Attachment will be above the body of the message.

Email Retention

  • Email Retention (Cleanup) Policies - All email and associated attachments that are sent via the Secure Web Mail Portal reside on a device located at the State of Tennessee.  As with most email systems, the State of Tennessee has implemented automatic cleanup policies for all email sent via the secure website to ensure optimal performance of this device.  Email messages sent via the Secure Web Mail Portal are not held indefinitely, they are automatically deleted based on a certain number of days after being viewed and/or being sent.

  •  

    Cleanup policies are as follows:

    • Opened/Viewed – automatically deleted fifteen (15) calendar days after the message has been opened/viewed.
    • Unopened/Not Viewed – automatically deleted fifteen (15) calendar days after the message has been delivered.

    Please note: Email messages and attachments that are deleted from the Secure Web Mail Portal cannot be recovered/restored.  

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