Recommendations For Your Digital Safety

At InboxDone, we use a combination of VPNs, 2-Step Verifications, NDAs, and password managers to keep your information safe and secure at all times.

Below are instructions for our commonly-used processes. If at any point, you'd like to try another method for sharing login details, or would like us to sign additional NDAs, just let us know!

 

How To Turn On 2-Step Verification (Gmail)

  1. Open your Google Account.
  2. In the navigation panel, select Security.
  3. Under “Signing in to Google,” select 2-Step Verification and then Get started.
  4. Follow the on-screen steps.

 

How To Turn On 2-Step Verification (Outlook)

  1. Log on to the Microsoft Account Management website.
  2. At the top, click on: Security.
  3. On the right, click on the link: More security options.
    You can also use this direct link to the Additional security options.
  4. Verify your account via a security code when prompted.
  5. Scroll down a bit and click on: Set up two-step verification.
  6. Follow on-screen instructions to complete the configuration.

Note: Two-Step Verification applies to your Microsoft Account in general and not just access to your Outlook.com mailbox.

 

How To Add A Delegate To Your Inbox (Gmail)

You may also opt to add your Manager to your email account as a delegate (you can add up to 10 delegates per account).

  1. On your computer, open Gmail. You can't add delegates from the Gmail app.
  2. In the top right, click Settings Settings and then See all settings.
  3. Click the Accounts and Import or Accounts tab.
  4. In the "Grant access to your account" section, click Add another account. If you’re using Gmail through your work or school, your organization may restrict email delegation. If you don’t see this setting, contact your admin.
  5. Enter the email address of the person you want to add. The account you're delegating must have "Require user to change password at next sign-in" disabled.
  6. Click Next Step >  Send email to grant access.

The person you added will get an email asking them to confirm. It may take up to 24 hours for you to see them as a delegate after they confirm.

Note: The invitation expires after a week.

 

How To Add A Delegate To Your Inbox (Outlook)

 

A delegate automatically receives Send on Behalf permissions. By default, the delegate can read only your meeting requests and responses. The delegate isn’t granted permission to read other messages in your Inbox.

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click Add (If Add doesn’t appear, an active connection might not exist between Outlook and Exchange. The Outlook status bar displays the connection status.)
  4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list. The delegate must be a person in your organization's Exchange Global Address List (GAL).
  5. Click Add, and then click OK.
  6. In the Delegate Permissions dialog box, accept the default permission settings or select custom access levels for Exchange folders.
  7. If a delegate needs permission to work only with meeting requests and responses, the default permission settings, such as Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate's Inbox. By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.
  8. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
  9. If you want, select the Delegate can see my private items check box (this setting affects all Exchange folders. This includes all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. There is no way to grant access to private items in only specified folders).
  10. Click OK.

Note: Messages sent with Send on Behalf permissions include both the delegate's and your names next to From. When a message is sent with Send As permissions, only the your name appears.

 

How To Install LastPass

  1. Create your LastPass account here.
  2. Download LastPass into your internet browser here.

Note: If you'd prefer to use a different password manager, just let us know!

 

How To Share An Item In LastPass

Watch this 1-minute video on how to share login details safely.

  1. Log in to LastPass and access your Vault by doing either of the following:
    • Go to https://lastpass.com/?ac=1 and log in with your username and Master Password.
    • In your web browser toolbar, click the LastPass icon in your browser, then click Open My Vault.
  2. Locate and hover over the relevant Site or Secure Note, then click the Share icon .
  3. Enter the email address for the other LastPass user. If you wish the person you're sharing the password with to be able to view that password (instead of just using it), check the box to enable the "Allow Recipient to View Password" option, then click Share. 

Note:

  • Once an item has been shared, if the you (the owner) ever update the shared item since the last time it was shared, you must share it again with your Managers to ensure the recipient has the latest version of that item.
  • If you choose to allow your Manager to view the password of a shared item, always generate a secure password for each site password you share.
  • We recommend that all of your passwords be random and generated. This ensures that the recipient of a shared item cannot guess your other passwords based on the one(s) you've shared with them.
  • If the sharer or recipient of the shared item deletes the shared site, the share will be revoked and disappear from your Manager's vault.

 

What If I Need To Remove A Manager From My Inbox?

If you cancel your subscription, or in the unlikely event that one of your co-managers resigns, please take the following steps as soon as you are notified:

 

How To Revoke A Shared Item In LastPass

To revoke an item you've shared with your Manager, do the following:

  1. Within your LastPass Vault, click Sharing Center in the left menu.
  2. Click "Shared with Others" and find the shared item in the Pending or Accepted section.
  3. Hover over the entry you want to stop sharing, and click the Remove icon.
  4. When prompted, click Yes to confirm.
  5. Revoke access to each inbox you've shared with your Manager, plus any additional platforms they may have access to.

 

How To Remove A Device Access (Gmail)

  1. Log in into your Google account. Under the “recently used devices,” you will see a list of devices which have accessed your account (with a location included).
  2. Tap the device which you want to remove from the list (based on the Manager’s location or the name of their device).
  3. You will see an option to “Remove.” Tap the “ Remove” icon.
  4. A pop up menu will ask you to confirm the removal of the device, which will block any future attempt of the manager to login.

 

Remove Permissions For A Delegate (Outlook)

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click the name of the delegate for whom you want to change permissions, and then click Permissions. If you want to remove all Delegate Access permissions, don’t click Permissions but instead click Remove and skip the rest of these steps.
  4. Change the permissions for any Outlook folder that the delegate has access to.
  5. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.

Note: If you want copies of meeting requests and responses that you receive to be sent to a delegate, ensure that the delegate is assigned Editor (can read, create, and modify items) permission to your Calendar folder, and then select the Delegate receives copies of meeting-related messages sent to me check box.

 

Remove Delegate Access From Private Items (Outlook)

If you have assigned permissions to a delegate so that he or she can access your Outlook folders, you can hide personal information in appointments, meetings, tasks, and contacts. Open each personal item, and in the Tags group, click Private.

To grant access to your private items, do the following:

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click the name of the delegate for whom you want to change access to your private appointments, and then click Permissions.
  4. Select the Delegate can see my private items check box.

Note: We don't recommend relying on the Private feature to prevent other people from accessing the details of your appointments, contacts, or tasks. To ensure that other people can’t read the items that you marked as private, don’t grant them Reviewer (can read items) permission to your CalendarContacts, or Tasks folder.

In addition to the above, we also recommend regularly updating your work device(s) when prompted, installing anti-virus software, and working from a VPN to keep your IP address hidden.