Exchange Outlook® Plug-In

Many of the functions that can be performed online can also be performed in the Outlook® plugin. 

Important

The Reading Pane must be enabled in Outlook® and a message must be selected to use the plugin. 

Log-In

1. Click the SafeSend Exchange plugin in the Home ribbon of Outlook®. 
2. Enter the login credentials that you use to log in to your Suite account. 
3. Click Sign-In.  

Menu

The Inbox will open by default. Below are the following menu options: 

1. Click Inbox to view items in your inbox. 
2. Click Sent to view items in your sent box. 
3. Click Spam to view items in your spam box. 
4. Click Request Documents to view your requested documents. 
5. Click My Files to view your saved documents. 
6. Click Unlock to unlock access links for clients. 
   • This can occur if the client fails authentication. 
7. Click Admin Settings to open your firm settings (only available for System Administrators).
8. Click Message History to view the Sent/Recieved history reports. 
9. Click Help to be directed to the main page of the SafeSend Exchange help center. 

Mailbox Management

Follow the steps below for managing each secure message.

1. Select a Mailbox (Inbox, Sent, or Spam) as outlined above. 
2. Click a message to view the email and any attachments that are included. 
3. Click the Delete icon to delete the message. 
   • Deleted messages and documents cannot be retrieved. 
4. Click the Download icon to download all attached documents into a .ZIP file.  
5. Click the document attachment to download each document.
6. Click the More menu to Reply, Reply All, or Forward the message. 

Follow the steps below to delete or archive a message from any of the message sections (Inbox, Sent, Spam). 

1. Select the item(s) by clicking on the checkbox to the left of the message. 
2. Click the Delete icon to delete the message. 
   • Deleted messages and documents cannot be retrieved. 
3. Click the Folder icon to move the message to a folder. 

View Another User's Mailbox

The user must have provided access for this option to be available. View View Other Inboxes for more information on how to enable this option.

1. Click the Delegate icon in the top right corner.
   • You will see a list of all users who have given you access to view their mailboxes.
2. Click the User whose mailbox you wish to view. 
3. Click Exit in the green banner to go back to your mailbox. 

Document Requests

Follow the steps below to manage existing document requests. View the Document Request List article for more information on how to send a DRL. 

1. Select Request Documents. 
2. Click a message to open the panel.
3. Click the Delete icon to delete the document request. 
   • Deleted messages and documents cannot be retrieved. 
4. Click the clock icon to change the Retention Period for the document. 
5. Click the bell to send a Reminder to the taxpayer. 
6. Click the Download icon to download all attached documents into a .ZIP file.  
7. Click Preview to view the document. 
   
   • Available for PDF documents only.
8. Click the Download icon to download that document only.
9. Click the Delete icon to delete that document only. 
10. Click Request More to request more documents from the taxpayer.
    
    • This option will not be available for requests with a Completed status.