Information Technology

Large, Secure Email Attachments

Pepperdine University, through the Information Technology Division, has acquired and deployed a large secure email attachment system from Accellion. The system, known as Pepperdine Secure Email Attachments, is available to all faculty, students, and staff who have an “@pepperdine.edu” email address.

The system provides two ways to send email attachments:  a) using a Web-based email client that is located at https://attachments.pepperdine.edu; and, b) by installing a Microsoft Outlook plug-in (this option is available only to faculty and staff).  When using the Outlook plug-in, the process of sending attachments is identical to sending regular attachments.

File attachments are encrypted and stored on a server that is separate from the campus Microsoft Exchange server. When recipients receive the email message, the attachments are not inside the message but are listed as Web links at the bottom of the message. Recipients can download a file to their computers by clicking the embedded hyperlink.

This system provides substantial new benefits to the University community:

  • Email messages can include up to 20 GB (that’s correct – 20 Gigabytes) of file attachments. Attachments are listed as hyperlinks at the bottom of the email message.
  • File attachments are encrypted when transmitted over the network, dramatically reducing the university’s information security risks related to the sharing of confidential and private information. This service should be used when sending restricted or confidential information by email.
  • File attachments sent through the system do not count against the end user’s email storage quota, substantially increasing the number of email messages that can be retained on the campus email server.
  • Individuals outside Pepperdine University, such as faculty or staff at other institutions or vendors who perform work for the university, can use the system to send large email attachments to Pepperdine faculty and staff.

Use by Pepperdine Faculty and Staff

Pepperdine faculty and staff have the capability to: a) send attachments using the Web email client at https://attachments.pepperdine.edu; and b) use a plug-in for Microsoft Outlook (available at http://waxwood.pepperdine.edu/docs/accellion-setup.exe) to send attachments. Faculty and staff may use either approach to send attachments to any recipient with a valid email address.

Use by Pepperdine Students

Pepperdine students have the capability to send attachments using the Web email client at https://attachments.pepperdine.edu exclusively. Students may use the system to send attachments to Pepperdine faculty, students, and staff, but not to others outside the university.

Use by Individuals Outside Pepperdine University

At the invitation of a Pepperdine faculty or staff member, any end user with a valid email address can use the Web email client at https://attachments.pepperdine.edu. Files may be sent to Pepperdine faculty, students, and staff, but not to others.  Individuals outside Pepperdine University are required to create an account password prior to using the system. Download the User’s Guide (see below) for more information on this feature.

Gaining Access to the Pepperdine Secure Email Attachments System

All active faculty, students, and staff may access the system by browsing to the Web email client at https://attachments.pepperdine.edu.  Faculty and staff may download the plug-in for Microsoft Outlook from http://waxwood.pepperdine.edu/docs/accellion-setup.exe.  This is a regular software installation file and can be easily installed by the end user, as with any other software.  The software auto-configures itself and creates the necessary server accounts automatically on all machines connected to the Pepperdine network and a part of the Pepperdine domain. 

For More Information

Download the User’s Guide from http://waxwood.pepperdine.edu/docs/psea.pdf.