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Encrypting Email Messages Using Outlook

Encrypting Email Messages Using Outlook

Encrypting Email Messages Using Outlook 

This guide explains how to encrypt email messages and their attachments using Microsoft Outlook, and what recipients can expect when receiving encrypted messages. 

Steps to Encrypt an Email 

  1. Open the Outlook client and compose a new email message. 

  2. Click on the 'Options' tab in the top ribbon. 

  3. Click on the padlock icon to access encryption settings.  

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  1. Choose one of the following options: 
      - Encrypt only 
      - Encrypt and restrict actions (e.g., prevent printing or forwarding) 

  2. Finish composing your message and click 'Send'. 

Recipient Experience 

Microsoft 365 Users 

Recipients using Microsoft 365 will open the encrypted message like a regular email. A banner at the top of the message will indicate that it is encrypted.  

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Non-Microsoft 365 Users 

  1. Receive an email notification indicating an encrypted message has been sent.  

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  1. Click the 'Read the message' button to access the Office 365 portal. 

  2. Choose to retrieve the message using a one-time password.  

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  1.  Receive a second email containing the password. 

  2. Enter the password to view the encrypted message.  

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  1. Click here for more information 

Best Practices 

  • When to Encrypt: Always use encryption when sending sensitive information, such as student grades, Social Security numbers, health data, or any other information governed by compliance regulations like FERPA or HIPAA. Note: Never email sensitive data unencrypted and unless absolutely necessary for business reasons.

  • Encourage Recipients to Reply Encrypted: When communicating with someone externally, let them know they can reply with an encrypted message to keep the conversation secure. 

  • Use “Do Not Forward” Wisely: This powerful feature should be used for highly confidential information that should not be shared beyond the initial recipient.