How to create a certified mailbox: Do you need to send work documents by email? Do you need to complete some paperwork and don’t want to waste time in the offices of the Public Administration? Then I highly recommend you to create a certified mailbox.
By opening a PEC box (acronym for certified e-mail) you will get a personal or corporate email address through which you can communicate with the offices of the Public Administration, send and receive work documents with other people and even participate in public competitions. Messages sent or received with this system have a value equivalent to that of a registered letter with return receipt, therefore they have a legal value and can be conveyed through any e-mail client.
That’s right! To use certified mail there is no need for any particular equipment, just configure your email client appropriately (eg Outlook, Mozilla Thunderbird, Apple Mail etc.) or connect to the PEC mailbox management panel from the browser. Is it possible to know that you are still standing there? Follow the directions I am about to give you and find out now how to get a certified mailbox, it’s much simpler than you imagine!
How the certified e-mail works and how much it costs
Let’s start by clarifying a couple of fundamental aspects: those relating to the costs of the service and the equipment necessary to use them.
PEC boxes are provided in exchange for a annual subscription the costs of which vary depending on the storage space available for messages and additional services provided by the operator (eg notification via SMS, mobile access and so on). In principle, we can say that it ranges from a minimum price of 8 euros / year for personal addresses to more than 70 euros / year for business ones.
The only free certified mail service was provided by the Italian government, it was called Posta Certificat @ and allowed communication only with the offices of the Public Administration. Unfortunately, in December 2014 the closure was announced due to the lack of feedback from users and the high management costs. Now there are only a few PEC services that offer a few months of free trial, but you still have to pay for them afterwards.
As for what devices to buy… well, there aren’t any! Certified mailboxes work like standard mailboxes. This means that they can be used via the Web, in traditional e-mail clients (via POP3 or IMAP) and even on smartphones / tablets. The real difference lies in the certification system, which validates the authenticity of the emails and therefore gives them legal value in the passage from the sender to the recipient.
To explain it in a simplified way, each certified mail message is taken over by the sender’s manager who validates it (if this complies with all the relevant requirements) and sends it to the recipient’s manager. The recipient’s manager submits the message to further verification and, if everything is “in order”, the email arrives at its destination.
All these checks are carried out within a few seconds and are notified to users by means of messages that warn that the messages have been accepted by the manager and that they have been delivered to the recipient.
Another important thing to know is that from 30 June 2013 the PEC is mandatory for all companiesincluding sole proprietorships, which must register at least one certified mailing address in the Business Register.
All clear? Well, then let’s not get lost in chatter and see how to create a certified mailbox analyzing the offers of some of the main companies in the sector.
Aruba offers some of the cheapest solutions for certified mail. Its main plans are: PEC Standard that for 5 euros + VAT per year offers a 1GB mailbox; PEC Pro which for 25 euros + VAT per year offers a 2GB + 3GB mailbox for the message archive and the notification service via SMS and PEC Premium which for an annual fee of 40 euros + VAT offers a 2GB + 8GB archive mailbox and SMS notification service.
Postecert (Italian Post Office)
Also Italian post offers several solutions suitable for both private users and companies: the plan base for individuals it costs € 5.50 + VAT per year and offers a 100MB mailbox plus the ability to send up to 200 messages per day; the offer base for business users includes 5 1GB mailboxes with 200 daily mailings, while the package Advanced PEC for business it also contemplates the substitutive conservation of notices and receipts of the certified e-mail and of the customizable addresses.
KOLST it is an extremely economical solution that allows us to create certified mailboxes suitable for both private citizens and professionals. There are currently three floors in his catalog: that one Easy that for 5 euros + VAT per year offers a 1GB space inbox with unlimited mailings, receipt notices, antivirus checks and access via Webmail; that Pro which for 10 euros + VAT per year offers the same features plus storage expanded to 5GB, a custom domain and a control panel for PEC accounts, and finally that Super which for 20 euros / year + VAT also offers the possibility of receiving notification of receipt via SMS. In short: truly excellent value for money, especially for those who do not need highly professional solutions.
LegalMail it is a service mainly aimed at professional users, its prices are not among the most accessible in the category but it is one of the few operators to offer a free trial plan. Its basic offer is PEC Bronze that for 25 euros + VAT per year offers a 5GB mailbox with security archive, SMS notification service and mobile access; there is a step higher PEC Silver which at the price of 39 euros + VAT per year (with 6 months of free trial) offers 8GB of space, mobile access, notifications via SMS and security archive, finally there is PEC Gold which includes a 15GB mailbox at a price of 75 euros + VAT. Former users of the Certified Mail service can request a free trial Silver box for 1 year. More info here.
Another service that offers a free trial PEC mailbox is Register.it than with his plan PEC Agile offers a 2GB mailbox with SMS notifications and free mobile access for 6 months and then for € 33.90 + VAT per year. In case of non-renewal after the free trial, 9.90 euros must be paid. Up there is the plan Single certified e-mail which offers a 3 / 5GB mailbox at the price of 43 euros + VAT per year.
Libero Mail PEC
Among the certified mail services to be taken into consideration there is also Libero Mail PEC which proposes two plans: Free Family PEC from 9,90 euro / year (VAT included) with 1 PEC box and 1GB of space e Free PEC mail from 25 euros / year + VAT with 1 PEC box and unlimited space. For more information, consult the official website of the operator.
Virgilio PEC is another very interesting solution: it offers the plan Personal from 14.99 euros / year with 1GB of space and the plan Infinity from 30 euros + VAT / year with unlimited space. More info here.
How to use the PEC
After activating your PEC subscription, you must send a copy of yours to the manager identity card and a copy of some signed documents: an operation that you can carry out via email or fax following the instructions of the same manager.
Once your identity has been validated and your certified mailbox has been fully activated, you can use the service via the web, mail client and / or mobile device.
The parameters for configuring the PEC in programs com Outlook, Mail And Thundirbird you can find them on the websites of the various managers: Aruba, PosteCert, KOLST, LegalMail, Register.it And Free PEC. Choose the IMAP protocol which is more modern and functional than POP3.