Encrypting Email Messages and Attachments

Issue/Question

How do I send encrypted emails or documents to colleagues at USD?

How do I send encrypted emails or documents to colleagues at SDBOR?

How do I send encrypted emails or documents to external recipients?

Environment

• Outlook

Resolution

Outlook for Windows

1. Click New Email
2. Click Options
3. Click Encrypt
4. Choose Encrypt-Only or Do Not Forward
   Note: Do Not Forward prevents forwarding messages and attachments as well as encrypting the contents

Outlook for MacOS

1. Click New Message
2. Click Draft menu
3. Click Encrypt
4. Choose Encrypt-Only or Do Not Forward
   Note: Do Not Forward prevents forwarding messages and attachments as well as encrypting the contents

Encrypting Email Attachments

• Follow the process above to encrypt an email message
• Word, Excel, PowerPoint, or PDF attachments to the message will also be encrypted
• Other file types, such as TXT or CSV, are not encrypted

Reading Encrypted Messages

• USD recipients and can read encrypted emails using Outlook Web, Outlook Mobile, or the Outlook App
  Note: Encrypted messages are denoted by and one of the following messages
  • Encrypt - This message is encrypted. Recipients can't remove encryption
  • Do Not Forward - Recipients can't forward, print, or copy content
• External users
  Note: Instructions are included as part of the message they receive
  • Recipients at Outlook.com, Yahoo! Mail, and Gmail can read the message using their credentials
  • Other types of recipients can authenticate using a one-time passcode

SECUREMAIL Email Subject (Alternate Method)

1. Email messages can be encrypted by adding the keyword SECUREMAIL to the subject line of the email you would like to protect (encrypt)
   • This method is still supported for backward compatibility
2. Receiving and reading encrypted email
   1. USD users will not need to do anything and can read encrypted emails by default using Outlook Web, Outlook Mobile, or the Outlook App
   2. External users:
      1. Can read an encrypted email by authenticating with Outlook.com, Yahoo! Mail, and Gmail accounts
      2. If they do not have an above account they can authenticate using a PIN number
         Note: instructions for end users reading encrypted messages is provided in the email when received