How to Encrypt an Email Message to Protect Sensitive Data

Encrypting your emails in Outlook for Microsoft 365 is an essential step in safeguarding sensitive information. Follow these steps to ensure your communications remain secure.

For Outlook Desktop Application:

1. Compose a New Email:

   • Open Outlook and click "New Email" to start drafting your message.

2. Access Encryption Options:

   • In the message window, navigate to the "Options" tab.

   • Click the "Encrypt" button.

3. Select Encryption Level:

   • Choose the appropriate encryption option:

     • Encrypt-Only: The message is encrypted, but recipients can forward, print, or copy the content.

     • Do Not Forward: Recipients can read the message but cannot forward, print, or copy it.

     • The other two options are for internal use "Clackamas Community College - Confidential" and "Clackamas Community College Confidential - View Only"

       • Use them to encrypt sensitive data when sending to another colleague.

       • Why: This ensures the data stays secure in the event an email account gets compromised.

4. Send the Email:

   • After selecting the encryption level and completing your message, click "Send."

For Outlook on the Web:

1. Compose a New Email:

   • Log in to Outlook on the web and click "New Message."

2. Access Encryption Options:

   • Click the "Encrypt" icon at the top of the message draft. If not visible, click the three dots (...) to find it.

3. Select Encryption Level:

   • Choose between "Encrypt-Only" or "Do Not Forward" based on your needs.

   • The other two options are for internal use "Clackamas Community College - Confidential" and "Clackamas Community College Confidential - View Only"

     • Use them to encrypt sensitive data when sending to another colleague.

     • Why: This ensures the data stays secure in the event an email account gets compromised.

4. Send the Email:

   • Once encryption is applied, click "Send."

Additional Considerations:

• Recipient Experience: Recipients using Outlook.com, Microsoft 365, or the Outlook mobile app can read encrypted messages seamlessly. Users of other email services, like Gmail or Yahoo, will receive instructions to authenticate and access the encrypted message.

• Licensing Requirements: To use Microsoft 365 Message Encryption, ensure your subscription includes the necessary licenses, such as Office 365 Enterprise E3 or E5.

Receiving an Encrypted Email:

1. For Outlook Users:

   • If you receive an encrypted email and use Outlook (desktop, web, or mobile), you should be able to open it directly without any extra steps.

2. For Non-Outlook Users (e.g., Gmail, Yahoo):

   • You will receive an email notification with a link to read the encrypted message.

   • Click the link and follow the authentication instructions. This may include signing in with a Microsoft account or requesting a one-time passcode.

   • Once authenticated, you can securely view the message.

3. Replying to an Encrypted Email:

   • When replying to an encrypted email, your response remains encrypted as well.

   • If prompted, use the secure portal provided to draft and send your reply.

Conclusion

By following these steps, you can effectively protect sensitive information in your Outlook emails, ensuring secure and confidential communication.