- Track email opens & prove email delivery
- Encrypt email & attachments for privacy & compliance
- Get documents signed electronically
- Attach private notes for cc’d and bcc’d recipients
- Convert documents to PDF en route
RMail for Gmail makes it easy to track email opens and prove email delivery, delivery time, and exact message content.
Tracking an email tells you if and when an email open is detected on an email message you’ve sent. This is useful when you need to follow up with your message recipient soon after he or she has read your message, for example.
Proof of email delivery eliminates any doubt about successful delivery, improving responsiveness and discouraging disputes over who said what when.
RMail is preconfigured to “track and prove” every message you send with the “Send Registered” button, so the process is very simple. To track & prove with RMail, follow these steps:
1. In Gmail, compose your email message as you would a normal message.
2. Click the Track & Prove button in your Gmail compose window.
3. Select any of the “Track & Prove” sending options you wish to use.
By default, RMail will send “Marked” — this displays official “Registered Email” banner markings around your email so your recipient understands your message is important. You may send unmarked if you wish to track your email without your recipient’s knowledge.
4. Click Send Registered to send your email with the selected options.
Within two hours, you will receive a Registered Receipt email record, telling you if and when your email was delivered and/or opened, with verifiable proof of delivery. (Learn more about the Registered Receipt email.)
If any email opens happen subsequent to receiving the Registered Receipt email, you will receive a corresponding open notification by email.
RMail for Gmail makes it easy to encrypt message content and any attachments for privacy.
Whether for privacy or for legal compliance, RMail for Gmail’s email encryption feature is easy to use for both senders and recipients. Follow these steps to send encrypted:
1. In Gmail, compose your email message as you would a normal message. You may attach any documents you would like to include in the encrypted message.
2. Click the Encrypt button in your Gmail compose window.
3. The sending options window will open. You may choose to modify your password options, if applicable.
By default, RMail will send by transmission encryption (also known as TLS) if the recipient server supports it. If TLS support is detected, the message will automatically be transmitted through a secure channel and your recipient will not need to use a password to decrypt your email and any attachments. You will stlil need to provide your password preferences in case TLS is not supported by the recipient mail server.
4. Click Send Registered to send your encrypted email.
Receiving an encrypted RMail message when transmission encryption (TLS) is supported and used
1. When RMail detects that TLS is supported, the message will be transmitted securely to the recipient mail server and delivered to the recipient’s mailbox. The message and any attachments are ready to be viewed without the need to enter a password. The “Transmitted Encrypted” banner lets your recipient know the message was sent through an encrypted transmission for their privacy.
Receiving an encrypted RMail message when message level encryption is used
1. With the default password option, the recipient will receive a separate email containing the decryption password.
2. The recipient will receive an email containing an encrypted PDF attachment. To access the message and any attachments, the recipient must enter the decryption password when prompted to by the PDF reader application.
3. Once the recipient has entered the password, the document will open. The message body is shown in main window, and any attachments can be retrieved in the left column.
Changing default settings to use message level encryption instead of transmission encryption (auto-TLS)
1. Click the RMail for Gmail settings button on your compose window.
2. Under the Encrypt tab, UNCHECK the option to Send encrypted emails via Preferred TLS mode. Click Save.
RMail for Gmail makes it easy to get documents signed electronically. Simply attach your document or form, choose the appropriate sending options, and send your message with RMail.
To get a document signed electronically with RMail, follow these steps:
1. In Gmail, compose your email message as you would a normal message.
2. Attach the document you want your recipient to sign electronically.
3. Click “E-Sign” in your Gmail compose window.
4. (OPTIONAL) If you need signatures from multiple parties, you may choose the signing order or leave the default option, which allows recipients to sign in any order.
5. Click Send Registered to send your email with the attached document ready for electronic signoff.
From the signer’s point of view:
1. The signer will receive an email containing a PDF copy of the document and a link to e-sign. Click the highlighted link.
2. Upon clicking the highlighted link, a browser window will open, beginning the e-sign process with simple instructions. Click Continue.
3. Use the tabs on the left of the document to drag and drop either text or your signature to the appropriate places on the document. Use the arrow tabs to move between different pages of the document.
4. Near the top of the page, click Finish to move on to the last step in the signing process.
5. Fill in your name and title (optional), and create either a auto signature or a drawn signature by selecting the appropriate tab. Click I accept the terms of the attached document to complete the process.
6. A copy of the signed document will be sent to all parties, including timestamp and IP address information. You should find this copy in your RPost Contracts message folder.
Note: If you need to sign a document yourself, simply send yourself the document using the same process described above.
RMail’s SideNote features makes it easy to include a private “sticky” note to the top of an email message that only CC’d and/or BCC’d recipients can see. This can be helpful to provide context or instructions to colleagues, without the need for a separate follow up call or message.
How to Include a SideNote Private Note
1. Compose your email message in your Gmail compose window. You must have at least one cc’d or bcc’d recipient to include a SideNote private note.
2. Click the SideNote button to open the SideNote options window.
3. Select CC Recipients and/or BCC Recipients to instruct RMail which recipients should receive the private note.
4. Compose your private note in the yellow box.
5. Click Send Registered to send your email message with the private note for CC’d recipients and/or BCC’d recipients.
What the SideNote Message Looks Like on the Recipient End
CC’d and/or BCC’d recipients you’ve opted to send the private note to will receive your email message with the private note appended to the top of the message. This message will not be visible to your “To” recipient(s).
RMail for Gmail gives you the option to convert any Word, Excel, or PowerPoint document to PDF en route to the recipient.
How to convert documents to PDF en route
1. Compose your email and attach your documents.
2. Click PDF Convert to open the PDF Convert options window.
3. Select the document types you want converted to PDF.
4. Click Send Registered to send your message.
Your document attachments (that match the types you selected in step 3) will be converted to PDF attachments en route to the recipient.
Whenever you send ANY email message with RMail, you automatically receive a Registered Receipt™ email within two hours, providing delivery status, time of delivery, and more. This record can help prevent or resolve legal disputes over whether a message was successfully delivered. The Registered Receipt record has been successfully used in state and federal courts in the US, as well as in other countries.
Note: The Registered Receipt™ email is not to be confused with the acknowledgment email, which is a confirmation message you receive immediately after the RMail system begins to process your message.
Locating your Registered Receipt™ Emails
When RMail for Gmail is installed, you will see two new message folders in Gmail: RPost Contracts and RPost Receipts. Your Registered Receipt™ emails are automatically stored in the RPost Receipts folder.
Understanding the Registered Receipt™ Emails
Here is a summary of the information and options available via your Registered Receipt record. Refer to the diagram below for a simple visual guide.
1. Delivery Status – Know whether your message was delivered successfully to the recipient mail server, recipient mailbox, or whether your message was opened.
2. Time of Delivery – We provide timestamps for message delivery and any detected opens.
3. 3rd Party Authentication - By forwarding the Registered Receipt email along with its attachments to firstname.lastname@example.org, you will receive 3rd party verification of the receipt and the original message content.
4. Delivery Audit Trail - The SMTP dialog is included in your Registered Receipt email as auditable proof of your correspondence. This can be analyzed by an expert in the event you have a legal dispute about any delivery characteristics of your message.
If you are using Microsoft Outlook for email (either with your Gmail address or another email address), we recommend that you use our free RMail for Outlook add-in for Outlook.
This add-in adds a Send Registered button to your Outlook compose window, giving you simple access to track, prove, sign, encrypt, and more.
Click here to visit our apps section, where you can access the RMail for Outlook app and many others.