Article Includes: 

• An overview of Encrypted emails
• Sending Encrypted emails from Outlook web
• Sending Encrypted emails from Outlook app
• External users receiving Encrypted emails
• Receiving Encrypted emails on Outlook

An overview of Encrypted Emails

Email encryption is a security measure to encode, or scramble, a message so that only the recipients with the key (code) can unscramble and read the message. Encrypted emails are used to securely send personal and/or sensitive information. This can be internal emails, to prevent forwarding or printing, or external emails, to secure the contents from hackers. The 4 different options are explained below.

Internal and External Emails

Encrypted (Default)

This option will:

• Protect the content using encryption
• NOT prevent printing
• NOT prevent the email being forwarded to anyone else

Do Not Forward

This option will:

• Prevent the recipients from forwarding the email to anyone else
• Prevent printing
• Protect the contents using encryption

Internal Emails Only

Confidential \ All Employees

This option will:

• Prevent external recipients from being able to view the email
• Prevent the recipients from forwarding the email to anyone else
• Prevent printing
• Protect the contents using encryption

Highly Confidential \ All Employees

This option will:

• Prevent external recipients from being able to view the email
• Prevent the recipients from forwarding the email to anyone else
• Prevent recipients from replying
• Prevent printing
• Protect the contents using encryption

Sending encrypted emails from Outlook web

Encrypted emails can be used to keep the integrity of data that is being sent and to make sure any confidential information is kept safe, follow these steps to send encrypted emails: 

1. Create a new email and select the Encrypt button at the top or bottom of your email.

1a. You may need to click the 3 dots, to find the Encrypt button.

2. A new encrypt notification will pop up, if you select the 'Change permissions' option you can select the recipient to have access to certain access types.

3. Once the preferred permission has been selected, the email can be sent.

 

Tips and Tricks

Permanently keep the Encrypt button visible

1. Click the settings icon. 

2. Scroll down and select 'View All Outlook Settings'

3. Select Mail, Customise Actions and tick the box that says 'Encrypt'

Sending encrypted emails from Outook app

1. Sending emails from the outlook app is a similar process, first create a new email. 

2. Navigate to the 'options' tab and select 'Encrypt,' the standard encryption options will be listed in the drop down menu. 

3. Once selected, the email will be encrypted and ready to send. 

 

External users recieveing Encrypted emails

When external users recieve these encrypted emails if they do not use Microsoft 365 for their email service they may have to run through the process showcased below (Gmail email service example.)

1. Open the email and select 'Read the message'

2. Select the option 'Sign in with a One-time passcode,' a 8 digit code will be sent to your email.

 

3. Navigate back to your emails and enter in the code that has been sent.

4. Once the code has been verified you will be re-directed to the encrypted email. 

Receiving encrypted emails on Outlook

1. When receiving encrypted emails on outlook, there is no added steps to accessing the email. The inidication of a encrypted email is the padlock icon.

Outlook on the web:

Outlook app: