Secure/Large Email Attachments | Pepperdine University | Pepperdine Community

Secure/Large Email Attachments

Pepperdine University's secure attachment service (https://attachments.pepperdine.edu) allows you to send encrypted attachments. This service is useful for sending very large files, up to 20 GB per message.

 

Pepperdine students, faculty, and staff can use the system to send attachments to other Pepperdine community members as well as to recipients outside of the university.

Best Practices and Benefits

  • Attachments are encrypted. This is required by University policy when transmitting RESTRICTED information.
  • The body of the message is not encrypted; do not place RESTRICTED information in the body of the message.
  • File attachments sent through this system do not count against the end user's email storage quota.
  • Attachments are listed as hyperlinks at the bottom of the email message for the recipient to download.
  • Download links that expire are securely deleted from the system.
    • Attachments smaller than 2 GB are only available for download for forty-five (45) days.
    • Attachments larger than 2 GB are only available for download for fourteen (14) days.

 

Send Secure Email Attachments

The Pepperdine Secure Email Attachments system, also called Accellion, is available to all students, faculty, and staff who have an "@pepperdine.edu" email address to send large and secure email attachments.

Sending Secure Attachments Internally

In order to send a secure attachment to another member of the Pepperdine community:

  1. Visit https://attachments.pepperdine.edu.
  2. Enter your full Pepperdine email address (e.g. firstname.lastname@pepperdine.edu) and password.
  3. If not already selected, click the "Send File" tab.
  4. Enter the recipient email address(es) in the "To:" field.
    1. Use a comma or semicolon to separate multiple addresses.
    2. You may also click the "To:" link to search for a Pepperdine recipient.
  5. Enter the title of your email message in the "Subject" field.
  6. Click "Choose File" to upload the file from your computer.
    1. Select the file from your computer and click Open.
  7. Enter a message for your recipient(s) in the "Use Rich Text Formatting" box.
  8. Select any desired "Additional Options."
    1. "Send copy to myself" - When selected, you will receive a copy of the outgoing email for your records.
    2. "Mark as non-confidential" - We recommend that this is left unchecked for maximum security. When selected, the recipient will not need to log into the secure attachments service to download the file and you will not be able to receive any notification when the recipient downloads the file. If sending RESTRICTED information, the box should remain unchecked (confidential) so that a password is required and you can receive a notification when downloaded.
    3. "Send notification on file delivery" - When selected, you will receive an email notification when a recipient downloads the file. You can enter additional individuals to receive these download notifications in the "Notify" box. Separate multiple addresses with a comma.
  9. Click "Send" to complete the secure attachment process. Else, click "Save Now" to save as a draft or "Discard" to cancel.

Secure Attachments Walkthrough

Sending Secure Attachments Externally

Faculty, staff, and students can use the secure attachments service to securely send attachments to non-Pepperdine recipients.

  1. Visit https://attachments.pepperdine.edu.
  2. Enter your full Pepperdine email address (e.g. firstname.lastname@pepperdine.edu) and password.
  3. If not already selected, click the "Send File" tab.
  4. To send a secure attachment, you must first invite the outside recipient to use the service.
    1. Click "Invite User" at the top, right. secure attachments button
    2. In the "Invite User" window, enter the outside recipient's email address. You may also enter a brief message to your recipient to explain the purpose. We recommend that you alert your outside contact so they can expect the invitation.
    3. Click "Invite."
    4. secure attachments user invite window
  5. Enter the recipient email address(es) in the "To:" field.
    1. Use a comma or semicolon to separate multiple addresses.
    2. You may also click the "To:" link to search for a Pepperdine recipient.
  6. Enter the title of your email message in the "Subject" field.
  7. Click "Choose File" to upload the file from your computer.
    1. Select the file from your computer and click Open.
  8. Enter a message for your recipient(s) in the "Use Rich Text Formatting" box.
  9. Select any desired "Additional Options."
    1. "Send copy to myself" - When selected, you will receive a copy of the outgoing email for your records.
    2. "Mark as non-confidential" - We recommend that this is left unchecked for maximum security. When selected, the recipient will not need to log into the secure attachments service to download the file and you will not be able to receive any notification when the recipient downloads the file. If sending RESTRICTED information, the box should remain unchecked (confidential) so that a password is required and you can receive a notification when downloaded.
    3. "Send notification on file delivery" - When selected, you will receive an email notification when a recipient downloads the file. You can enter additional individuals to receive these download notifications in the "Notify" box. Separate multiple addresses with a comma.
  10. Click "Send" to complete the secure attachment process. Else, click "Save Now" to save as a draft or "Discard" to cancel.

Receive Non-Confidential Files

Secure attachments marked as non-confidential by the sender do not require authentication to download. The recipient will simply click the link(s) in the email message. Once on the secure email attachments service, the download(s) will begin automatically.

  1. View the email from the sender about the secure attachment.
  2. Click the link(s) for the file(s).
  3. Once on the secure attachments website, the download will begin automatically. You can also click the direct link(s) on the site to download the file(s).
  4. Save the resulting download(s) to your local computer in a location where you can find them later.

Receive Confidential Files

Secure attachments marked as confidential by the sender require authentication to download. A member of the Pepperdine University community can use their official Pepperdine email address and password to access the file(s). An outside recipient will first need to be invited by the sender to create a guest account on the secure email attachments service; the outside recipient will then use their guest credentials to access to file(s).

 

Pepperdine University Recipient

  1. View the email from the sender about the secure attachment.
  2. Click the link(s) for the file(s).
  3. Once on the secure attachments website, enter your official Pepperdine University email address (e.g. firstname.lastname@pepperdine.edu).
  4. Click "Submit."
  5. When prompted, enter your Pepperdine University password.
    1. If downloading from a public computer, like a library, computer lab, or Internet cafe workstation, check the box for "I am on a public computer."
  6. Click "Download."
  7. The download will begin automatically. You can also click the direct link(s) on the site to download the file(s).
  8. Save the resulting download(s) to your computer in a location where you can find them later.

Outside Recipient: Register Account

If you have not already created a guest account for the Pepperdine University secure email attachments service, please ask the sender to send you an invitation. You will not be able to download confidential, secure attachments until you have completed this step.


Accept the Invitation and Create Your Guest Account

  1. Open the invitation email from the sender.
  2. Click the link to "accept this invitation and register for your account."
  3. Enter a password in the "Create a Password" box for your guest account.
  4. Enter the same password again in the "Re-type Password" box.
  5. Click "Register."

Outside Recipient: Download Attachments

  1. View the email from the sender about the secure attachment.
  2. Click the link(s) for the file(s).
  3. Once on the secure attachments website, enter your outside email address.
  4. Click "Submit."
  5. Enter your guest account password.
  6. Click "Download."
  7. The download will begin automatically. You can also click the direct link(s) on the site to download the file(s).
  8. Save the resulting download(s) to your computer in a location where you can find them later.

Support Information

For support with email and troubleshooting, please call the IT Support Desk at (310) 506-4357 (HELP).