Outlook Add-in for Secure File Sharing

The Secure File Sharing Outlook Add-in is here! Now you are able to securely send and request files from within Outlook!

FAQs will be listed at the bottom of this article if there are any additional questions please reach out to [e-mail].

For more information on Secure File Sharing, please click here.

If you'd like to set up your Secure File Sharing link in your Outlook email signature, please click here.

System Requirements

Prerequisites:

• Install Microsoft Outlook for Desktop Clients. You may already have this application if you’ve previously installed Microsoft Office products.  If you need help installing the Outlook Desktop client, speak with your IT administrator.
• Connect your email account to Outlook. If you don’t have an account or need your password reset, speak with your IT administrator.
• Browser versions of Outlook are supported. 

Operating Systems:

• Outlook version 2104 and up
• Windows 11, 10, 8.1
• Mac OS: Ventura, Monterey, Big Sur (When a new version of MacOS comes out, Microsoft will support New Version, Ventura, and Monterrey).

Screen Resolution:

• 1280 x 768 Windows or 1280 x 800 Mac Hard Disk: 4 GB of available space (requirement to install office).

Memory:

• 4 GB of RAM.

Other:

• Internet connection
• Valid Suralink Administrator, Manager, or Staff user.
• Valid Secure File Sharing or Bundle license

Settings Experience

• You can change the desired region when the user is a multi-region user
• You can change the desired Firm when the user is a multi-firm user
• You can log out of the Suralink Outlook Add-In
• You can access My Account of the web-based version of the Suralink application

Send Experience

• Send one file to one client.
• Send one file to multiple clients.
• Send multiple files to one client.
• Send multiple files to multiple clients.
• In any of the scenarios above, send files using validation features: Email address, IP address, Password, File Expiration

Request Files Experience

• Request files from one client.
• Request files from multiple clients.

Installation Instructions for Desktop App:

1. On your desktop computer, open Microsoft Outlook. 
2. On the ribbon, click on Home. 
3. In the Home section, click on the “Get Add-Ins” button.
   Windows:
   
   Mac:
   
4. A new window should open. You will see the search bar on the top right.
5. Type "Suralink" in the search bar.
6. Select the "Suralink Secure File Sharing" option under the search.
7. This will bring you to the Suralink Secure File Sharing app where you can select "Add"
8. Once installed you will see the Suralink Outlook Add-In under "My add-ins"
    

8. Close the Add-Ins window.
9. The Secure File Sharing Outlook Add-In is now installed and available for use.

Please note: If you have previously installed the add-in via custom link, the custom add-in will be removed once you've added the Suralink add-in from the store. There shouldn't be any problems using it, however, if you receive an error after adding the add-in from the store, you will need to log out and log back in.

Installation Instructions for Web App:

1. Navigate to outlook.com and sign in using your Outlook credentials
   
2. Once you are logged in, you will be taken to your Outlook Mailbox. With the "Home" option selected, you will see the Get Add-ins icon highlighted by the box in the screenshot below.
   
3. Clicking on the Get Add-ins icon will pop up a window that will show the Add-ins store. Here you can search "Suralink"
   
4. Pressing "Enter" after typing Suralink into the search bar will bring you to the screen below where you can select "Add"
   
   However, searching "Suralink" will provide a drop-down that you can also select to be taken directly to the Add-in where you can also select the "Add" option.
   
5. Congratulations! You now have access to the Suralink Add-in! To use the Add-in, you will need to be in an email, whether responding or creating a new one. This will provide 3 dots on the menu above the email. Clicking on those 3 dots will provide a dropdown menu where you can find the Suralink Add-in!
   

Using the Outlook Add-in:

Please note that if you enter a message in the body of the email before you attach files via the add-in, then that message will show up in the Notes section when looking at the message in the Secure File Sharing Tab.  

In order for the Add-in to show on the right, you will need to click on an existing email or create a new one. The Add-in will not show if you are not in an email.

Once you are logged in to the Add-in, the Add-in will open to the Send Files tab. You will also see your firm name on the top right corner of the Add-in. 

You can send and request files as well as access your Secure File Sharing link. 

Request Files:

You are only able to request files once per email and you cannot send files while using File Request. Once you have clicked the Request Files you will see the box populate in the email to send. 
 

Send Files: 

Product FAQs:

• What is the Secure File Sharing Outlook Add-in?
  • Suralink’s Secure File Sharing solution comes standard with a native Microsoft Outlook add-in, allowing you to quickly and securely share large files, without leaving your email client. 
• How do I get access to the add-in?
  • You must have either a standalone Secure File Sharing license or a bundle license with our Request List Management product. If you don’t, contact your organization's administrator of Suralink or [e-mail]. 
• Who can benefit from using Secure File Sharing Outlook Add-in?
  • Anyone that needs to securely and efficiently exchange files with clients directly from their email client (Outlook). 
  • Secure File Sharing can be used for quick one-off exchanges and can benefit any size firm and engagement. Generally, for recurring and complex engagements we recommend using our Request List Management software. The combination of both tools will allow you flexibility and the ability to service both complex and simple client engagements easily.
• What email client does the add-in work for?
  • The add-in works only with Microsoft Outlook.
• What system requirements are necessary for the add-in?
  • The most up-to-date version of Outlook. This will be anything from Outlook version 2104 and newer.
• Do you have plans to include other email providers like Gmail?
  • Gmail is on the product roadmap; however, not in the near term. 
• What file types are supported?
  • No file types (extensions) are limited when sending, requesting, or receiving files with the add-in.
• What are the file size limitations?
  • The add-in supports sending and receiving up to 10 GB of files. Meaning you can send up to 25 files at 10 GB per file.
• How many files can I send per email?
  • Up to 25 files per email.
• How many files can I receive when requesting through the add-in?
  • Up to 25 files per email.
• Is the add-in available within the Microsoft Outlook mobile app?
  • We recommend using a desktop or browser to use Secure File Sharing and the add-in for the best experience.
• Can I send files to multiple recipients at once?
  • Yes, files will be sent based on who you include in the “To”, “CC”, and “BCC” fields.
• Does my recipient need Suralink login credentials?
  • No, Secure File Sharing and the add-in are intended for firms to exchange files with clients quickly and easily. The recipient will not have to use login credentials to access or provide files. If you decide to password-protect the file, then you will need to share that password with them.
• Where can I access the files I send or receive through the add-in?
  • To view the files you’ve exchanged, the activity will be tracked by Outlook in your sent/received. To see all exchanges easily, log into Suralink and click on the Secure File Sharing tab.
• Can I co-brand the links sent via the add-in or the download/upload page the recipient gets taken to?
  • While the emails cannot currently be co-branded if your firm has co-branding enabled, that will automatically be included on the download/upload page for the recipient
• "How can I include an extra message to my client?"
  • Type your message as normal in the email, and then insert the SFS link. Anything included in the email field before the link is inserted will be captured in the "Notes" section of the SFS page.