Introduction

We are excited to launch our Zivver OWA add-in v6! With automatic login, an improved user experience, and faster sending speed, this version takes a big step forward in optimizing the secure mailing experience in Outlook Online.

Upgrading to version 6 of the Zivver OWA add-in is easy but not automatic. This document outlines the steps required for this upgrade.

Info

Starting from OWA add-in v6, Zivver uses a different versioning format, in line with our other integrations. Therefore, you will see a version number in the format 3.xxx.x instead of 6.x.

Technical requirements

OWA    New Outlook

You can install the Zivver OWA add-in in Exchange Online. To use the OWA add-in, the following requirements must be met:

• Use Exchange Online.
• OWA The users’ workstations (Windows or Mac) must have the latest General Availability (GA) or Stable version of one of the following modern browsers installed:
  • Microsoft Edge (Chromium-based) — recommended
  • Google Chrome / Chromium (for Android/iOS) — recommended
  • Mozilla Firefox
  • Apple Safari (for iOS)
• OWA Cookies must be allowed in the browser for the exact URLs listed below. Read more about CookiesAllowedForUrls in Edge (this setting is identical in Chrome):
  • [*.]office.com
  • [*.]office365.com
  • [*.]zivver.com
    The Zivver add-in stores the user’s active session in LocalStorage. Blocking cookies for these domains will cause users to log in after every page refresh.
• OWA Pop-ups must be allowed in the browser for the exact URLs listed below. Read more about PopupsAllowedForUrls in Edge (this setting is identical in Chrome):
  • [*.]office.com
  • [*.]office365.com
  • [*.]zivver.com
    The Zivver add-in uses pop-ups for user authentication. Blocking pop-ups for these domains will prevent users from logging in to Zivver.
• New Outlook Offline mode must be disabled in the new Outlook.
• The Exchange policy that blocks downloading attachments in Outlook must be disabled (this is the default setting).
• An Entra ID admin account with Global Administrator privileges.
• A Zivver administrator account.

Limitations of Microsoft Exchange Online Add-in Management

• It can take up to 24 hours for new add-ins to be installed and visible to all users in Outlook Online.
• It can take up to 24 hours for existing add-ins to be removed for all users in Outlook Online.
• It can take up to 72 hours for existing add-ins to receive an update, such as changing the deployment type or enabling/disabling add-ins for users in Outlook Online.
• It can take up to 4 hours for an add-in to appear when a user sideloads an add-in themselves due to caching in Outlook Online.

Risks and Mitigating Measures

Risk #1

• User has both an old version and version 6 of the Zivver OWA add-in active simultaneously

When a user has both versions of the Zivver OWA add-in, they may be unable to send regular or secure mail from Outlook Online. This is the biggest risk for users.

Mitigating Measures

• Change the Deployment Method of the old Zivver OWA add-in to Optional at least 72 hours before updating. Users can disable the old version if needed. This process takes up to 4 hours; see Limitations of Microsoft Exchange Online Add-in Management.
  • Prepare instructions on how users can easily disable the old add-in version if this occurs.
    • Ensure the service desk has these instructions ready.
    • Ensure users can independently find these instructions on the intranet or in their email.
• Prepare instructions on how users can use an alternative to (securely) send mail via the Outlook Desktop client and/or the Zivver Web Application.
  • Ensure the service desk has these instructions ready.
  • Ensure users can independently find these instructions on the intranet or in their email.

Risk #2

• The old version has already been removed for a user, but version 6 is not yet active

Mitigating Measures

• Prepare instructions on how users can easily sideload add-in v6. It can take up to 4 hours for an add-in to appear when a user sideloads an add-in themselves due to caching in Outlook Online; see also Limitations of Microsoft Exchange Online Add-in Management.
• Prepare instructions on how users can use an alternative to (securely) send mail via the Outlook Desktop client and/or the Zivver Web Application.
  • Ensure the service desk has these instructions ready.
  • Ensure users can independently find these instructions on the intranet or in their email.

Communication Preparation

The preparation involves drafting communication directed at users, see also Risks and Mitigating Measures. Zivver can assist in drafting such communication.

The preparation is independent of which variant is chosen to update users to v6. Preparations can be made immediately, as long as they are completed before users receive the update. It is essential that employees are informed about the change. The minimum communication must include:

• A notification via email/intranet/SharePoint that a major update of the Zivver application in Outlook Online (outlook.office.com) is about to take place.

Recommended communication may include:

• Instructions on how users can disable the old add-in
• Instructions on how users can sideload add-in v6
• Instructions on how users can use the Outlook Desktop client
• Instructions on how users can use the Zivver Web App (app.zivver.com)

This communication should be available for the present service desk staff and easily findable for users on platforms like Intranet or in their email.

Process

There are two variants for updating to version 6:

1. Variant 1 - The old version of the Zivver OWA add-in will be removed for all users on the same day that v6 is installed for all users. This is the recommended option.
2. Variant 2 - The old version of the Zivver OWA add-in will be disabled for all users on the same day that v6 is installed for all users.

Updating to Version 6 - Variant 1

The advantage of variant 1 is that these changes both have a maximum turnaround time of 24 hours according to Microsoft, see also Limitations of Microsoft Exchange Online add-in management. Furthermore, another advantage of variant 1 is that there is a lower chance of Risk #1, and thus hopefully less need to rely on mitigating measures. The disadvantage of variant 1 is that it cannot be executed in phases.

1. Write communication to employees.
2. Post the communication on Intranet/SharePoint.
3. Communicate with users that the change is coming.
4. Set the old OWA version to optional.
5. Install OWA v6 in Exchange Online for all users.
6. Remove the old OWA version from Exchange Online for all users.
7. Share the instructions with employees.
8. Users can use OWA v6.
   In the chapter Test the Zivver OWA add-in, it is explained how a user can test the Zivver OWA add-in.

Tip

Remove and install actions before the weekend
We strongly recommend planning the removal and installation actions (day 5) on a Friday (afternoon). This ensures that most of the processing time for these changes occurs over the weekend, minimizing the impact on employees.

Update to version 6 - variant 2

The advantage of variant 2 is that it can be implemented in phases. You can remove users from the group for the old version while simultaneously adding them to the group for version 6. The downside is that with this change, it can take up to 72 hours for the old version to disappear for the user due to the limitations of Microsoft Exchange Online add-in management, increasing the risk of Risk #1.

1. Write communication for employees.
2. Post the communication on Intranet/SharePoint.
3. Communicate to users that the change is coming.
4. Set the old OWA version to optional.
5. Install OWA v6 in Exchange Online for all users.
6. Remove the old OWA version from Exchange Online for all users.
7. Share the instructions with employees.
8. Users can start using OWA v6.
   In the chapter Test the Zivver OWA add-in, it is explained how a user can test the Zivver OWA add-in.

Tip

Remove and install actions before the weekend
We strongly recommend planning the removal and installation actions (day 4) on a Friday (afternoon). This ensures that most of the processing time for these changes occurs over the weekend, minimizing the impact on employees.

Set the Old OWA Version to Optional

In recent years, Microsoft has moved the location of add-ins in the admin panel. The location where the Zivver add-in is installed will determine the next steps to upgrade to version 6 of the Zivver OWA add-in. Check the locations below to see where the add-in is installed:

• Latest location
• Previous location

If you have found the old installation, follow the steps below to set this version to optional:

1. Click on the Zivver add-in.
2. Scroll down until you see Deployment method.
3. Select Optional.
4. Click on Save.
5. Wait a moment while the change is applied.
6. Click on Close.

Install Zivver OWA Add-in v6

You can install the Zivver OWA add-in through the Microsoft 365 admin center. Follow the steps from the Zivver OWA add-in installation manual.

Remove the old Zivver OWA Add-in version

1. Go to the latest location or the previous location.
2. Click on Zivver.
3. Carefully check that the selected add-in is the old version. The version number starts with v4 or v5.
4. Click on Remove add-in.
5. Click on Remove.
6. Refresh the page.
7. Check if the old Zivver OWA add-in has indeed been removed from the list.

Test the Zivver OWA add-in

Regardless of which update variant has been chosen, users can start using the Zivver OWA add-in v6 from day 5. The steps below explain how a user can test this.

1. Log in to Outlook Online.
2. Click on mail_outline New email.
3. Wait a moment (about 3 seconds) for the entire draft to load.
4. Click on the Zivver icon.
   Tip

   If you do not see the Zivver icon in the menu bar, click on grid_view Enhance Outlook with apps. and click on the Zivver icon there.
5. In the Zivver side panel, check the version number at the bottom left. For Zivver OWA add-in v6, this will be in the format 3.xxx.x.
6. Click LOGIN if necessary.
7. Toggle on Secure Mailing.
8. Add a recipient.
9. Give the message a subject.
10. Compose the message.
11. Click Send.
12. Check if the recipient has received a Zivver message.