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St Christopher's Fellowship provides a secure way to send personal information safely between our organisations.
We use Mimecast's secure email function, called Closed Circuit Messaging (CCM).
CCM is like a simplified version of webmail services that you may already use, such as Hotmail. You log in using your email address and a password of your choosing. Whenever you are sent a secure email, instead of receiving the actual email, you are sent a notification asking you to log in (with a link provided to make it easier).
Receiving a secure email
When you are first sent a secure email by us, you will receive two emails from St Christopher's Fellowship Postmaster:
- One has the subject line [Postmaster] Password notification which you should open first. This email contains a randomly generated password that you will only use the first time you log in.
- The other email's subject line is [Postmaster] Secure message notification. You will receive this email every time a secure email is sent to you. It contains a link to Mimecast's CCM log in page where you can enter your password.
The first time you log in (or if you ask for a password reset):
- You will be asked for your email address and the randomly generated password you were sent.
- When you enter these and click Log In, you will be asked to enter a new password. Please enter something from your long-term memory that you will remember.
Once you have logged in:
- You can open your Online Inbox by clicking on the link in the left hand margin. Every email we have ever sent you, whether secure or not, can be found in your Online Inbox. Likewise, everything you have sent us is in Online Sent Items.
- To read an email, simply click it to see a preview at the bottom of the page, or double-click to open it fully.
- You can reply to the sender by clicking Reply.
- Any emails that are secure will have <ccm> in the subject line, usually at the start. Unlike the other emails in your Online Inbox, these emails will not have been sent on to your own Inbox - it is kept in the Online Inbox.
Opening attachments
- When you open a message, if it has an attachment you will see the word Attachments just above the body of the email. Next to that are the names of the attached files, preceded by a grey arrow. Click on the grey arrow. A list of the files appears with a Save icon (a floppy disk) to the right of the file name. Click on the Save icon for the file you wish to open (not recommended) or save to your system.
- Normally, in Windows, you will see a message asking if you wish to open or save the file. If this happens, we recommend that you choose Save and save the file to a secure location on your system. Using Open can leave a copy of the file in your Temporary Internet Files which may not be secure.
- If the normal message does not appear then please follow the instructions you see on screen. It is possible that messages from your anti-virus or other security software may need a response from you.
Replying to or Forwarding Emails
- Please be aware that you can only reply or forward messages to people within St Christopher's.
- Use the buttons at top of the message to reply or forward messages.
- If you are forwarding a message and don't know the address to use, click on Address Book and type in any part of the person's name followed by Enter on your keyboard. Don't worry if you see several addresses for the same person - any of them will do, but ideally you should pick the one ending in stchris.org.uk.
- You can attach files by clicking the Attach button.
Sending a New Email
- Remember, you can only send emails to people within St Christopher's.
- You cannot create a new message as such, but you can send an email to anyone in St Christopher's by using any one of the messages you have received from us.
- Simply select a message and click Reply. Change the email address in the To field (as detailed under Replying to or Forwarding Emails above). Change the Subject and delete everything in the body of the email, replacing it with your message. You can attach files using the Attach button at the top of the message.
- Anything that you send will stay within our system so will be secure. However, you may wish to ensure that any reply from us is secure. If so, please put <ccm> in the subject line. Note: the angled brackets around ccm are vital. You find them on a standard UK keyboard by pressing SHIFT + comma and SHIFT + full stop.
Why can't I see an email I know is there?
- By default, Mimecast only shows you the most recent 15 emails within the last month. You can change either of these settings. Either:
- change the date range (in the middle, just above the list of emails); and / or
- increase the Page size (above and to the right of the list of emails).
- You will need to reload the page using the button with the two curved arrows located above and to the right of the list of emails.
- Beware of the date format! You can change the way all dates are displayed by clicking on Settings. We recommend that you do this!
- You could consider using the Search function.
Searching
- You can use the very powerful and fast search function at the top of the list of emails.
- Enter any word or phrase you think is in any part of the email you're looking for - including within attachments.
- If you only wish to enter part of a word, use the * or ? wildcards at then end or within (but not at the start of) a word. For example:
- Typing dav* will find anything containing Dave, David, Davison, etc.
- Typing dav? will find Dave but not David.
- Typing d*e will find Dave but not David Coe (as it is two words).
- Make sure the date range is correct (it is quickest to use the drop down list that normally says 1 month).
- If you changed the dates by using the From and To range, click the Search button on the right.
Log out
- To log out, click Log out in the top right of the page. Your session will be timed out anyway after a period of inactivity, but it is more secure to log off when you are finished.
Further Help
Please contact us and ask for the IT Helpdesk or contact Mimecast directly.
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