Sending an Encrypted Email

Sending an Encrypted Email

Introduction

Purpose of This Document

The purpose of this document is to detail the steps to send out an encrypted email using your PFHQ.com email address

Intended Audience

This document is intended for all PFHQ IT – parts of this document can be sent to PFHQ Users

Project Overview

People often use email to exchange sensitive information, such as financial data, legal contracts, confidential information, and passwords. As a result, mailboxes can become repositories for large amounts of potentially sensitive information and information leakage can become a serious threat to our organization.

Solution Overview

IT has enabled Office 365 Message Encryption which allows employees to send and receive encrypted email messages between people inside and outside our organization. Email message encryption helps ensure that only intended recipients can view message content.

Section 1: Options for sending an encrypted email

There are two methods to send an encrypted email.Option 1: Bases the encryption off of a keyword in the subject line of a new email. Option 2: Uses Outlook Web App through an Internet browser.

Section 2: Encryption Permissions Explained:

Using Outlook Web App via an Internet browser or the Office 365 version of Outlook there are multiple encryption options. Using the keyword in the subject line there is only one option which is standard encryption.

Section 3: Receiving an encrypted email:

What your recipient will see when receiving the encrypted email.

Section 1: Options for sending an encrypted email

Option 1: Outlook keyword in the subject line of a new email

Step 1: In Outlook create a new email. In the subject line include the phrase “secure email” (this is not case sensitive). You must include both words together for the email to be encrypted.

Step 2: Send the email to an external email address after entering content into the body of the email. Click send to send the email.

Option 2: Outlook Web App

Step 1: Login to https://outlook.office.com with your PFHQ username and password.

Step 2: Click New message.

Step 3: In the new message box click Encrypt.

The message should now have a notification where you can change permissions or remove encryption.

Step 4: Send the email to an external email address after entering content into the body of the email. Click send to send the email.

Section 2: Encryption Permissions Explained:

These options are only available via Outlook Web App.

Encrypt

Use this template to encrypt only; no other special restrictions will be applied. This is the newest and most popular template for sending encrypted email messages. External recipients are allowed with this template.

Do Not Forward

Recipients of a message marked with Do Not Forward permissions will not be able to share, print or copy the message or any attachments. External recipients are allowed with this template. The restrictions here are cool to see in action, and certainly have their place, but it can also be super annoying when users really just wanted Encrypt.

Section 3: Receiving an encrypted email:

When you send an encrypted email to an external recipient they will receive an email that says the sender has sent a protected message. The recipient should click “Read the Message”.

Clicking this will take the recipient to a webpage that has a message to sign in with a One-Time passcode.

After clicking the Sign in with a One-Time passcode button an additional email will be sent to the recipient’s email address with the passcode.

The recipient should put in the passcode to retrieve the encrypted email.


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