I. What is “Confidential Email”?

Confidential Email is a secure email sending feature offered by Tencent Exmail, ideal for transmitting sensitive information. Recipients must complete identity verification via WeChat or a mobile number before they can view the email. This feature restricts the forwarding, copying, downloading, printing, and screenshot sharing of email content, effectively enhancing information security.
Note: This feature is only available to users who have been assigned an “Advanced Email Feature Account”. Standard members should contact their administrator to request the advanced email feature account permissions.

II.Confidential Email Feature

1.Security verification: Recipients must verify their mobile number or WeChat account to view the email.
2.Operation restrictions: Recipients cannot forward, copy, or download the email.
3.Leakage prevention watermark: The email body and its attachments are automatically watermarked with the recipient’s name to help prevent information leaks via screenshots.
4.Access control: The sender can set a custom validity period for the email and can also revoke permission at any time.
5.Read tracking: The sender can check whether the recipient has read the email.

III.How to Apply to Enable the Confidential Email Feature

Confidential email is a specialized feature of the “Advanced Email Feature Account”. Standard members cannot use it directly and must request access from their administrator.
Standard member application: Log in to the email on the webpage, click [Compose -> Confidential Email], and select “Contact the administrator for activation”. The system will automatically send an application email to the creator/super administrator. Once the administrator assigns an “Advanced Email Feature Account”, the member can use the feature.

Upgrade by administrator: If the account belongs to a super administrator, click “Upgrade to Advanced Feature” in the web app’s [Confidential Email] interface. If the company has an available advanced feature quota, the email account can be assigned as an Advanced Feature email.

Note: Student advanced feature emails do not support the Confidential Email feature.

IV.How to Send a Confidential Email

1.Sending path:

Log in to Exmail on the webpage and click [Compose -> Confidential Email].

2.Detailed instructions:

(1) Sending method: Currently, confidential emails can only be sent from the web version of the email. The WeCom app does not yet support this feature.

(2) Recipient settings:

• When sending to members within the company, the system will retrieve the WeChat/mobile number from the company Contacts for verification; no manual input is required.
• When sending a confidential email to external contacts, a mobile number must be provided manually. The recipient will verify their identity using this number. - International mobile numbers are not supported for verification. Sending confidential emails to email groups or public mailboxes is not supported.

3.Email settings: You can set the access period for the email (default is 1 week) and printing permissions.
The access period can be set to 1 day, 1 week, 1 month, 1 year, or unlimited.

4. Attachment description:
(1) Supports uploading regular attachments. Does not support large attachments.
(2) Supported file formats for upload include: .doc, .xls, .ppt, .docx, .xlsx, .pptx, .rtf, .pdf, .txt, .js, .htm, .html, .mht, .xhtml, .eml, .h, .java, .cpp, .xml, .pps, .dot, .docm, .wps, .et, .dps, .jpg, .jpeg, .bmp, .gif, .png.

V.How to View a Confidential Email

1.After receiving a confidential email, click the “Verify Identity to View Email” button within the email.
2.The system will open a new page in the browser, requiring you to verify your identity via WeChat or a mobile number.
3.Once verification is successful, you can view the email content. The content cannot be copied and has a unique watermark.

Tip: When viewing confidential email on the web version, desktop client, mini program, or official account, watermarks will be displayed (To view via a mini program, you may need to copy the link and open it in a browser).

VI.How the Sender Manages Confidential Emails?

1.Check read status: In the [Sent] folder, locate the corresponding confidential email and click [Learn More] to see if the recipient has read it.

2.Manage access permissions:

• Stop access: Click “Stop access permissions”. All recipients will immediately lose access to the email, and the button will change to “Restore access permissions”.
• Restore access: Click “Restore access permissions” to restore to the original expiration time. If the expiration time has already passed, the status will display as “Expired”.
  

VII.FAQs

1.Are there any restrictions on selecting recipients for confidential email?

• If the recipient is not in the company Contacts, the system will prompt you to “Add them as a personal contact”.
• When adding a contact, name and mobile number are required fields. International mobile number verification is not currently supported.
• Sending to email groups or public mailboxes is not supported.

2.Can I set a viewing time limit for a confidential email?

Yes, you can. You can set the time limit when sending the confidential email; the default is 1 week, optional scope includes: 1 day, 1 week, 1 month, 1 year, and unlimited.