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Overview:

In a Microsoft Office Enterprise environment, Outlook allows you to restrict the access to the emails that you send. This is done by utilizing the Encryption features built into Office 365. This article will explain that encryption and what it does as well as show you how to use it.

What is Email Encryption?

Email encryption is encryption of email messages to protect the content from being read by entities other than the intended recipients. Outlook 365 desktop and web interface applications come with the encryption option built in, and it should be used when handling sensitive information over email.

The following are the encryption formats offered by 365 for UNCSA accounts:

Encrypt allows you to send encrypted messages to any recipient, whether they are inside the organization or not. If the recipient is another Office 365 user and using Outlook, Outlook on the Web, or Outlook for mobile, they will be able to open the encrypted email without any additional steps. If the recipient is outside of Office 365, they will receive an email with a link to the message, which is securely stored on the Office 365 servers. The recipient will need to sign-in with their Google account credentials if the recipient is a @gmail.com address. If sent to another email service, the recipient will need to sign in with a Microsoft account or one-time access code. For more information on how to open a protected message, see https://support.office.com/en-us/article/How-do-I-open-a-protected-message-1157a286-8ecc-4b1e-ac43-2a608fbf3098?ui=en-US&rs=en-US&ad=US


Do Not Forward allows you to send an encrypted message, and also restricts the content and email from being forwarded, printed or copied. Be aware that with this option, a user could still take a picture of the message using a camera.


UNCSA - Confidential grants read and modify permissions for the protected content - for recipients using UNCSA Office 365 only


UNCSA - Confidential View Only grants read-only permission for the protected content (cannot reply, forward, save, export) - for recipients using UNCSA Office 365 only.


To Access Email Encryption

Open the Outlook 2019 or Outlook 365 desktop application.

  1. Launch the application and click the New Mail icon under the Home tab:


  2. In the New Email pop-out window, locate the Options tab. 


  3. Under the Options tab, you will see a button labeled Permission. in the drop-down menu, you will find your Encryption options. 


  4. Select the encryption option you would like to use, and then send your email. 


If you do not have these versions of Outlook, then you may encrypt emails with the web-based application.

  1. For Outlook (OWA), the same things above may be done. Click New Message, and then use the encrypt option. 


Congratulations! You have just sent an encrypted email!


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