What is Encryption?

Any email that you send will be encrypted enabling a more effective way to secure data. To read an encrypted email the recipient must enter a secret key or password, no additional software is required other than your Outlook client on the desktop or via Outlook on the web.

When should I use Encryption?

You should always use encryption if sending confidential data externally to the University, this may be in the form of financial data or personal details.

 

Using a Keyword

Using a keyword within the Subject line or body of the message will also enable encryption of the email, the keyword to type is encryptplease

  

Viewing an encrypted email

Encrypted email is received in the same way as normal email but will contain an attachment. After opening the attachment instructions are provided in opening the encrypted message either by using a onetime passcode or with a Microsoft account.

 

Example of attachment with the encrypted email highlighted:

Or in a Gmail account:

 

 

To view an encrypted message using a Microsoft account

1. Find the email in your mailbox and double click on the message.html attachment;

2. Open the message and click on sign in;

 3. Sign in using your Microsoft or work account to view the email.

 

To view an encrypted message using one-time passcode (OTP)

1. Find the email in your mailbox and double click on the message.html attachment;

2. Open the attachment;

3. Select use one-time passcode;

4. A passcode will be sent to your mailbox;

5. Enter the passcode and select continue to access the message.

 

Further information is available here on the Microsoft site

Send, view, and reply to encrypted messages

Office 365 Message Encryption FAQ