| Proofpoint Secure Share™ allows you to send and receive large files that you cannot typically send or receive using your email client. You can launch Secure Share in your favorite browser or you can launch it from Outlook once you have installed the Proofpoint Secure Share plug-in for Microsoft Outlook. The plug-in allows you to send files that exceed the size limits imposed by Exchange without leaving the Outlook interface. |
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- A Share consists of a list of participants, one or more files, and one of more messages describing the file that is shared.
- An active Share is a Share that has not expired or been deleted.
- The maximum size for a shared file is controlled by your IT administrator.
- A single Share can contain up to 300 files.
- A single contribution can contain up to 20 files.
- A single Share can contain up to 200 participants.
- A creator is the licensed user that creates and invites participants to the Share. This individual has the ability to add and remove contributions, add and remove participants, delete files and contributions, and delete the Share itself.
- A participant is a user that has access rights to view and add a contribution to a Share.
- An invitation is a notification sent via an email message to another user or received by another user with a link to view a Share.
- A contribution is a file or files added to your Share by a participant you have invited.
- An upload is when you add a file to a Share to which you have access.
- A download is when you copy a file from a Share to the hard disk on your computer.
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- When you create a new Share, you can choose between Conversation and Broadcast mode. In Conversation mode, each participant can see all of the other participants in the Share, they can download files, and contribute to the Share.
- In Broadcast mode, each participant cannot see the other participants in the Share. Each participant can download files from the Share, but they cannot add any contributions to the Share.
- Shares in Conversation mode display a two-way arrow next to their names in the list of Shares.
- Shares in Broadcast mode display a one-way arrow next to their names in the list of Shares.
- The Share creator can change a Share from Conversation mode to Broadcast mode and vice-versa by selecting the Settings icon in the upper-right corner of the Share and selecting Change Settings from the menu.
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The supported browsers use a rapid release schedule and rapid version number increments. As new versions of these browsers are released, Proofpoint will make best efforts to support them. For security reasons, Proofpoint highly recommends that you use the latest version of your browser choice.
- Internet Explorer
- Firefox
- Chrome
- Safari
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The Secure Share plug-in for Outlook works with the following operating systems:
- Windows XP with SP3
- Windows 7
The plug-in works with the following email clients:
- Outlook 2007 with SP2
- Outlook 2010, 32-bit and 64-bit
- Outlook 2013, 32-bit and 64-bit (inline replies are not supported)
- Note: Outlook 2003 is not supported.
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French, Spanish, German, and Japanese. |
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You can invite an external user to a Share by the following methods:
- From the browser, populate the To field with the external user’s email address. You can add a file to the Share, or invite the user to an empty Share. Click Create to create the Share and send the invitation. Note that empty Shares can only be created in Conversation mode. They do not work in Broadcast mode.
- If you have installed the Outlook plug-in, populate the To field with the external user’s email address and compose your message. Click the Attach Large File(s) Secure Share button to attach your file before you send it. When you use Secure Share with Outlook, you must attach at least one file.
Notes:
- You cannot use mailing lists to create a Share.
- If you attach a large file to a message in Outlook, it might automatically be sent via Secure Share. Your administrator controls the threshold at which large attachments must be sent via Secure Share.
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| When you invite an external user to a Share, an account is automatically created for that user. The external user will have to create a password to complete the registration process before he or she can access the Share. From that point forward, the external user will be prompted for Secure Share credentials when they access a Share. |
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| Your administrator controls the duration of a Share. You can make the expiration date shorter than the default, but you cannot extend it beyond your administrator's setting. Once the Share expires, you will no longer have access to the files in that Share. |
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Your administrator controls the maximum file size that you can upload to a Share.
Maximum file sizes are also limited by the browser that you use. If your administrator allows the maximum file size to be uploaded, the browser size limitations are as follows:
- Firefox and Chrome - up to 5 GB
- IE 9, 10, and 11 - up to 3 GB
- IE 8 - up to 1 GB
- Outlook Plug-in - up to 2 GB
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| Your administrator can exclude certain types of files from being shared. If the type of file that you are trying to share is prohibited, it will be blocked.
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| Your file was blocked. It may have contained a virus, or it may have triggered a Data Loss Protection (DLP) rule. For example, files that contain financial information, or protected health information, or match documents that are proprietary can trigger DLP rules. |
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Yes - click the address book icon next to the Participants field.
Note: You cannot use mailing lists to create a Share. |
