This article provides account administrators with a detailed overview of how to successfully deploy Virtru's Outlook Desktop Extension (desktop only) and/or Virtrus Outlook 365 Add-in (Web, Desktop, Mobile) to an organization. If you are a new Virtru customer, this article and the Get Started page are the best places to begin.
The sections that follow provide a more detailed look at each step in the process, including additional notes and links to applicable step-by-step instructions. The article will cover:
- Account Configuration
- Notify your users that Virtru is coming
- Add Users
- Add-in Installation
Before starting, please note:
To complete this process, you must be a Virtru Admin
If you are looking to deploy the Virtru Gmail plugin, please refer to our Gmail Overview article.
If you are an end-user looking to install Virtru, you may need to contact your organization's administrator for assistance.
Before you begin rolling Virtru out to your organization, you need to decide what configuration and settings best meet your needs. These simple decisions impact the steps you will need to take throughout the installation and deployment process.
Key Consideration: Installation Options
There are two key items you need to think about. Specifically, you need to decide which Virtru product and how you want to get Virtru installed on users' machines.
To decide which product to install, please review the following: What is the difference between Virtru's Microsoft Add-in and Microsoft Extension?
The following table outlines the installation methods along with key considerations:
Your users will need to install Virtru on their devices
|Forced Installation||Using GPO or another deployment method to force install the add-in||
If you are unsure of which route to go, we recommend going with the manual add-in installation. It is a more common use-case and requires less effort to go live. You can always decide to switch to forced-installation at a later date.
Keep in mind that installation is not directly tied to user management. Once you add a user to your Virtru team, Virtru will still need to be installed on their machine.
Optional Account Settings
In addition to choosing how you want to add users and install the add-in, there are other team settings you can configure. These settings are optional and can be configured or tweaked at a later date if needed.
This optional step is recommended if you are looking for more granular user and security controls. If you are a smaller business who wants to get Virtru up and running as quickly as possible, you can skip this section. Actions to consider:
- Setting a default On/Off encryption state
- Enable Encrypted Search
- Tweak and configure additional DLP Rules (Advanced)
- Add yourself and other admins as users to test
Once you have decided how you want to deploy Virtru and configure your account, it is time to notify your users. This is a critical - and often overlooked - step in the deployment process. This step is important for a number of reasons:
- It lets your end-users know what is coming and why
- It ensures end-users have the instructions and resources they need to start using Virtru immediately
- It will save you time by deflecting end-user questions once you go-live
- It limits the chance of incorrect installation and misconfiguration - which can unintentionally create security and compliance gaps
The decisions you make will guide what you need to communicate to users. You can use this email template to help communicate the necessary information to your users. All you need to do is delete any irrelevant items and add anything else you want to include.
In addition to notifying your end-users, we also offer a template to help prepare external recipients you email frequently (ex. third-party financial consultant, lab or healthcare provider you partner with, lawyers, etc.).
Once you have notified your users that Virtru is coming, it is time to start adding your users. To do so, you will want to go to the Users page of the Virtru Control Center. The Managing Users (Users Page) article provides a detailed walkthrough of how to add users and manage admins. The article also covers a number of other useful features, such as the ability to remind users to accept their invitation.
Once added, users will receive an invitation email asking them to join your team. If you haven't already, be sure to notify them (and share installation instructions, if necessary).
Once you have added users, the final step is to get Virtru on their machine. As covered in detail in the Account Configuration section, there are two options and two methods for end-user installation.
Option A: Manual Add-in Installation
Congratulations! At this point, your work as the admin is basically done. You have already notified your users and shared installation instructions with them. All they need to do is follow the instructions and start using Virtru:
- Install and activate Virtru for Outlook Desktop (Desktop only)
- Install and Activate the Virtru for Outlook 365 Add-in (for Web, Desktop, Mobile)
Option B: Forced Installation
A forced (or managed) installation will automatically push the Virtru add-in to selected users. All they need to do is activate Virtru and begin using. The following articles walk you through how to force install Virtru's Outlook products:
- Deploying the Virtru for Outlook perMachine build (Desktop Extension only)
- Deploying the Virtru Outlook 365 Add-in (for Web, Desktop, Mobile)
Once complete, you should be all set!