1. Introduction to the ePS  System

1.1 Learning About ePS Services

In the same way that senders of traditional mail rely on overnight services for delivery of critical hard-copy content, the ePS System allows you to give your important email messages the same urgent, high-visibility advantage — along with many other advantages — by sending them with ePS eLetter® enhanced capabilities.

What's an ePS eLetter?

With just a few mouse clicks, you can send any ordinary email as an ePS eLetter. An eLetter not only allows the recipient to immediately recognize the high importance of the message, but also lets senders take advantage of delivery features such as certification, encryption, and receipt notification. You can even choose to prepay for your recipient's reply.

For only a small ePostal fee for each eLetter sent, your eLetters to clients, patients, customers, colleagues, friends, etc., are differentiated, prioritized, sorted, secured, authenticated, verified, certified, and tracked — all using your current email address, email application, and Internet Service Provider or network mail server.

The sender chooses which ePostal Premium Options will be added, á la carte, to the Standard ePS eLetter features.

The recipient pays nothing to receive eLetters. There is no cost for the ePS SoftwareSM.

How does the ePS System work?

The ePS System uses a restricted-access (yet publicly available) channel to transmit your email via your own current email application and network. You reap the benefits of a corporate intranet, but without the usual associated costs of special hardware and software. In essence, ePS serves as your own Public Intranet® Security network allowing you to send eLetters that are:
  • Differentiated — eLetters stand out from the crowd. They're identified, prioritized, and sorted into special folders using ePS priority class indicators.
  • Secure — The sender's computer is always authenticated, and the individual sender can certify that he is indeed the person who sent the eLetter. All eLetters are screened for technical and content risk, and put in tamper-evident packages that verify the content integrity of the eLetters. In addition, the sender can request the individual recipient to certify that he is the person who is opening the eLetter before the eLetter can be opened.
  • Privacy Assured — Senders can choose with one click to encrypt their eLetters and attachments. This prevents anyone except the recipient from seeing the eLetter contents from the time it leaves the sender's computer to when the recipient opens and decrypts it.
  • Tracked, Confirmed, and Productivity Improving — Special delivery options allow you to receive time and date stamped notifications from the ePostal Office® Window when your recipient has received and/or opened your eLetter. Senders can also create special incentives for recipients to open their eLetters, and can select to give their recipients the benefit of prepaid replies back through the ePostal System.
In addition, because the ePostal Office Window is always open, you can send your important eLetters 24 hours a day, 7 days a week, 365 days a year.

1.2 Exploring the ePS Software

After you have created an ePostal Account and have downloaded and installed the ePS Software, you can begin to explore the Software.

To access and explore the ePostal Services Menu:
  1. Open Microsoft® Office Outlook® 2003 or 2007.
  2. The ePostal Services Menu by default is located in the Outlook Tools Main Menu item. Click Tools > ePostal Services, and the ePS Menu displays.
  3. You can also change the location of the ePostal Services Menu from appearing in the Outlook Tools menu to appearing in the Outlook Main Menu Bar. This change is made from the User Preference screen which is part of the ePostal Services Menu itself.
  4. The eP ostal Services Menu offers you the following options:
    1. Send Email by ePS: clicking this option presents you with a reminder that to use the ePostal System for sending an email, you should first open the Outlook New Mail Message form and compose and address your message. When done, you click the ePS icon button on either the Outlook New Mail Message window Standard toolbar or the ePS tool bar. This ePS icon button opens the Selection of Delivery Options screen in which you chose your eLetter features and click to send your eLetter.
    2. View eLetter Histories: use this option to choose whether you wish to view your eLetter History: Sent, or view your eLetter History: Received. These options allow you to see the date and time your eLetters were sent or received, as well as many other details about your eLetters.
    3. Manage Accounts: this option allows you to:
      1. View the User ID that is your name of the Current Active Account.
      2. Switch between your multiple ePostal Accounts.
      3. Edit your Account information.
      4. Update your Passphrase.
      5. Create a New Account, or
      6. Remove one of your ePS Accounts from your computer.
    4. Manage Credit Balances: from this option you can:
      1. Add Credits to your ePostal Account.
      2. Check or Update your Credits balance in your ePS Account.
    5. User Preferences: this option opens the User Preferences window, allowing you to adjust many of the settings in your ePS Software.
    6. Update ePS Software: use this option to see whether an updated version of the ePS Software has been released for you to install on your computer.
    7. For help using the ePS Software or any of the features on the ePostal web site, select the Get Help With ePS Software option.
    8. Clicking the About ePS Software option opens a window that tells you what version of the ePostal Software you are running, and also contains links to the ePS End User License and Services Agreement and the ePostal Privacy and Security Policy, as well as Technical Support options.
To see a number of other important ePS Software windows, you must also open Outlook and be operating with the Software, so you see them when their functions are actually used.
  1. Need to link the ePS Software to your ePostal Account. This appears when the Software is not linked to one of your ePostal Accounts. This linking is required for the Software to function properly.
  2. New eLetter Received. This window opens and alerts you when you have just received a new eLetter.
  3. Selection of Delivery Options. This screen appears when you click on the ePS icon button in a tool bar of the Outlook New Mail Message window after you have composed and addressed your new message. With this screen, you select the eP ostal delivery features for transforming your email into an ePS eLetter.
  4. Standard eLetter Features. Accessed from the Selection of Delivery Options window, this screen reminds you of the Standard Features in each eLetter you send.
  5. Choices for Responding to an eLetter with Prepaid Reply. This screen opens when you click on the ePS icon button in a tool bar of the Outlook New Mail Message window after you have composed and addressed your new message and when the eLetter you are responding to came with an ePS Prepaid Reply delivery option. The screen allows you to make choices regarding how you use the benefit of the Prepaid Reply feature.
There are other important ePostal screens which make your use of the ePS System easier and more rewarding. While the above-mentioned screens appear with a special ePostal banner in them, the other ePostal screens are differentiated from regular Microsoft windows by the ePS icon (a gold ePS on a black background) in the top left of the title bar of the screen.

1.3 Exploring the ePostal Web Site

Just about all of your interaction with ePostal Services, other than composing and sending eLetters, takes place on the ePS web site. There you can:
  • Create and edit ePS Accounts
  • Buy ePostal Credits, and check your Credits history and balance
  • View the histories of eLetters your send and receive
  • Create or update your customer information, security information, and credit card information
  • Find out about ePS delivery features, services, and solutions
  • Find out about eLetter costs and features
  • Get help on using the ePostal System
  • Find out how to contact the ePS organization when you have questions
  • And much more!
When working on the ePS web site, you'll notice different banners depending on the page you're viewing. Pages that are accessible to the general walk-in public say "ePostal Services, Inc." in the banner. Anyone can access these public pages by clicking the gray buttons.

However, there are numerous other pages of the web site which are not available to the general public. On these pages in the banner, you will see that you are working at "The ePostal Office® Window". These pages require that you have logged into your ePostal Account before you can view their contents. That is, when you are working at The ePostal Office Window, you are doing so in a secured, encrypted environment. You can also tell the pages are secure if you can see the "https" in left side of your web browser's URL address window. You can access these pages by clicking the tabs beneath the gray buttons in the banner.

1.4 Logging In to the ePostal Office Window

The secure areas of the ePS web site are called The ePostal Office Window. These areas comprising The ePostal Office Window include the:
  • Your ePostal Account pages
  • Buy ePostal Credits pages
  • Credits History pages
  • eLetter History pages
Before you can log in to any of these secure areas and work at The ePostal Office Window, you must first establish an ePS Account and create your ePostal User ID and Password.

To log in to any ePostal Office Window area:
  1. Click any of the tabs beneath the gray menu buttons in the banner on the ePS Home page.
  2. On the Log In to Your ePostal Account page, enter your User ID and Password.
  3. Click the Log In button.
When you Log In and are working in a secure area, the words in the center-right section of the web site banner change from "ePostal Services, Inc." to "The ePostal Office Window". In addition, you will see "https" in the left side of your web browser's URL Address window.