How to use eSHARE Outlook add in for creating shares through Secure Mail

Overview

The eSHARE Universal Outlook Add-in enables you to create and configure Trusted Shares options directly from Outlook without switching to the eSHARE web portal. When composing an email, you can select a Sharing Policy, configure permissions and security options, and send the email — all within Outlook. The Trusted Share is generated automatically with your chosen settings. This workflow eliminates the need to create a share through outlook, then go to cloud portal to configure the options. Instead, all configuration happens in a sidebar panel while you compose.

Prerequisites

• The eSHARE Universal Outlook Add-in must be installed and enabled in your Microsoft 365 tenant

• You must have an eSHARE account with permissions to create Trusted Shares

• At least one Sharing Policy assigned to Secure Mail Gateway must be configured by your eSHARE administrator

• You must be composing an email in Outlook (desktop, web, or mobile)

Procedure

Step 1: Open the eSHARE Add-in

While composing a new email in Outlook, locate the e-Share button in the ribbon under the Add-ins section. Click the button to open the eSHARE sidebar panel.

Step 2: Select a Sharing Policy

In the Secure mail panel that opens on the right side of Outlook, use the Select policy dropdown to choose the Sharing Policy that should control this Trusted Share. The policy description appears below the dropdown, summarizing what the policy allows (for example, "Sharing policy for use with docs, sites and groups with Confidential label").

Step 3: Configure sharing options

Expand the Edit sharing options section to customize the share. Available options depend on the selected Sharing Policy and may include:

• Allow shared files to be viewed in the portal — Recipients can preview files in the eSHARE portal without downloading

• Allow shared files to be downloaded — Recipients can download files to their device

• Allow shared files to be edited — Recipients can edit files (if supported by the file type)

• Allow files to be uploaded to shared directories — Recipients can upload new files to the shared location

• Allow folders to be uploaded to shared directories — Recipients can upload entire folders

• Allow shared files to be deleted — Recipients can delete files from the share

• User watermark — Apply a watermark showing the recipient's email address on viewed or downloaded files

• Brand watermark — Apply your organization's branded watermark (if configured)

• Require login — Recipients must authenticate before accessing the share

• Require one-time password — Recipients must enter a one-time password sent to their email

• Terms of Use — Require recipients to accept terms before accessing (select Not required or choose a configured Terms of Use policy)

• Allow recipients to reply — Enable two-way communication through the share portal

Toggle each option on or off as needed. Options that are disabled (grayed out) are restricted by the Sharing Policy and cannot be changed.

Step 4: Send the email

Once you have configured the Sharing Policy and options, compose your email as usual (add recipients, subject, message body). When you click Send, Outlook processes the email according to the selected policy and generates the Trusted Share automatically.

The recipient receives an email with a secure link to access the shared content through the eSHARE portal, governed by the permissions and security settings you configured.

Notes

• The eSHARE sidebar panel remains open while you compose. You can configure options at any time before sending.

• If you do not configure any options, the email is sent using the default Sharing Policy settings assigned to your account.

• Changes made in the Outlook Add-in apply only to the current email. They do not modify the underlying Sharing Policy in the eSHARE Admin Console.

• If the Options button appears next to the policy dropdown, click it to access advanced configuration settings (availability depends on your eSHARE deployment).