How do I encrypt emails that I send through Microsoft Outlook?

Why do I need to use encryption?

Encryption ensures that protected or sensitive information is not intercepted during email transmission, thus protecting you and the university from potentially costly and reputation-damaging data breaches.

What types of emails should be encrypted?

Any university email that contains the following protected or sensitive information must be encrypted:

  • Protected health information (i.e., patient record information)
  • Personally identifiable information (i.e., Social Security Number)
  • Credit card information
  • Any information protected by governmental or institutional regulations

How do I encrypt an email?

  1. To send an encrypted message, use the word "encrypt" (without quotations) in the Subject line of the email and send the message as usual.
  2. Your recipient will receive an email with a .html attachment and open the attachment to view the message in a web browser.
  3. Viewing the email:
    • UT users will log in to view the message using their Microsoft 365 credentials.
    • Recipients who are not affiliated with UT will click here to receive an email with a one-time passcode.Encrypted message sign in vs passcode
  4. Once the recipient passes authentication the message will display in the browser.
  5. Please note: for the recipient to reply securely to the message, the recipient must reply from the message on the web.  Replying from the original message will send an unencrypted return message.

Details

Article ID: 118205
Created
Tue 10/13/20 9:13 AM
Modified
Mon 4/19/21 3:30 PM
Environment
Microsoft Outlook