Sending and Receiving Encrypted Emails

Any email containing sensitive data must be encrypted.

While email is not the preferred platform to share sensitive data, safely sharing important information through email is possible with Office365 email encryption.  By following a few easy steps, your email can be transmitted to another person safely and securely.
 

In this Article

 

Why use Encryption?

Although email is an effective and convenient means of communication, it provides no inherent security for its contents.  If email messages are somehow intercepted in-transit or otherwise compromised by an attacker, the email contents can be viewed openly.  Encryption provides a method to effectively “scramble” the contents of the message so that only the intended recipient can read it.  Therefore, it is vital that any sensitive data that must be sent through email (SSNs, student records, etc.) should be encrypted.
 

Overview of Office365 Encryption

The intended recipient of the encrypted message will receive an email notifying them that encrypted content is waiting for them.  They do not receive the contents of the original email in their inbox, but will instead receive instructions on how to retrieve the contents of original email.  Once authentication has been provided, the original content (including attachments) is securely revealed.
 

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Sending an Encrypted Email with Outlook (Windows)

1. Create a new email as you normally would.
2. Click the 'Options' tab, then select the 'Permission' option.  Be sure to select the lower portion, which will display several options.

3. Select an encryption type.

• Unrestricted Access
  • The default setting for all emails.
• Encrypt-Only
  • This message is encrypted. Users can't remove encryption.
    • The user will be required to sign in to their email account to ensure it can be viewed only by the intended recipient.  The user can also request a one-time code to be sent to the email address the original email was sent to, then they can use the code to view the email.
• Do Not Forward
  • Recipients can read the message, but cannot forward, print, or copy content. The conversation owner has full permission to their message and all replies.
• Northern Kentucky University - Confidential
  • This content is proprietary information intended for internal users only. This content can be modified but cannot be copied and printed.
    • When an NKU user views the email, it will automatically authenticate and the user will be able to view the email.
• Northern Kentucky University - Confidential View Only
  • This content is proprietary information intended for internal users only. This content can be modified.
    • When an NKU user views the email, it will automatically authenticate and the user will be able to view the email.

 

 

4. Finish composing and send your email as you normally would.

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Sending an Encrypted Email with Outlook (Mac)

The encryption process on a Mac is very similar to Windows.

1. Create a new email as you normally would.
2. Click the 3-dot menu and select 'Customize Toolbar'.

3. Drag 'Encryption' to the email toolbar.

4. Select an encryption type using the 'Encryption' menu.  Details can be found above in the Encryption Type List.

5. Finish composing and send your email as you normally would.

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Sending an Encrypted Email with NKU Webmail

1. Create a new email as you normally would.
2. Click the 'Options' tab, then select the 'Permission' option.  Be sure to select the lower portion, which will display several options.

3. Select an encryption type.  Details can be found above in the Encryption Type List.
4. Finish composing and send your email as you normally would.

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Reading an Encrypted Email

When you receive an encrypted email, it will not contain the actual message, but rather instructions on how to retrieve the message.

1. An encrypted email will contain an attachment named “message.html”.  Open this attachment.

2. A browser window will display, prompting you to sign in or use a one-time passcode.  NKU users can use “Sign in”, and non-NKU users should use “Use a one-time passcode”.

Using the "Sign in" method

1. The page will prompt you for which account you would like to sign in with to view the message.  Choose “Work or school account”.

2. If prompted, log in with your NKU username and password.  This will sign you into Office 365.
3. The message (and any attachments) will then appear in an unencrypted format.
4. You will be also be able to reply to the message using the "Reply All" button in the upper right corner.  Replying this way will also encrypt your message.  There is also an option to forward the email, which will also be encrypted.

 

Using a One-Time Passcode

1. Users that choose this method will receive an additional email containing a passcode.  Copy/paste or enter this passcode into the passcode box that appears on page, and click "Continue".  After doing this, the message will then appear in an unencrypted format.

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Reading an Encrypted Email Using a Phone or Tablet

1. If you receive an encrypted message on your phone or tablet, you will need to have the OME Viewer app installed.  A link to download the app (for both Apple and Android devices) will be provided in the email.

2. After downloading the app, you may go back to the “message.html” attachment, tap on it, and open it in OME Viewer.