Question
What encryption capabilities does Office 365 email have and how do I use It?
Answer
This article contains information about Office 365 email encryption and how to send, view and respond to encrypted emails.
**Before using this method to send restricted data, please reach out to the BGSU Information Security Office to have the message content reviewed to ensure this tool will properly secure the data you are transferring.**
Office 365 Email Encryption General Information
Sending an Encrypted Email
Viewing & Responding to Office 365 Encrypted Emails
Office 365 (Outlook email client) offers a method for encrypting emails sent through either the Outlook desktop app, mobile app or webmail.
To send an encrypted email, the sender must add "e!!" to the beginning of the subject line. The rest of the email message can be drafted as normal (expand next panel for additional details). For example:
Subject: e!! Requested Information for Graduation
The recipient will receive the email with the "e!!" in the subject line, as well. Dependent upon the email client the recipient uses, they maybe able to view the encrypted email message directly within the application OR they will receive a message in the body of the email stating that they have been sent a secure email from the sender and will have to select the Read the message link to view the message contents.
If expecting a reply, the sender should notify the recipient that they should respond to the message from the encrypted message in order for it to remain encrypted:
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Outlook users – Select Reply or Reply All from the encrypted message to keep the email content encrypted.
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Non-Outlook users – Follow the Read the message link in the encrypted message to view and send a reply by selecting Reply All from within the encrypted message window.
ITS advises users to regularly delete encrypted emails from their mailbox, including the sent folder if serving as the message sender. While Office 365 email encryption is an acceptable and effective way to communicate certain types of restricted data, email mailboxes should not be used for long term storage.
To send an encrypted email, the sender must add "e!!" to the beginning of the subject line. The rest of the email message can be drafted as normal.
Send an Encrypted Message from Outlook
- Open Outlook.
- Select New Email.
- Enter the recipient's email address(es).
- In the Subject field, type e!! and a space followed by your email subject.
- For example: e!! Requested Information for Graduation
- Add your message content.
- When finished with your message, select Send.
- Your encrypted message will now be sent to the recipient.
Important Reminders
Outlook Users
- Open the encrypted email indicated by an e!! in the subject line to view the message.
- To send an encrypted response, select Reply or Reply All from the encrypted message window. Type your response and select Send.
Non-Outlook Users
- Open the encrypted email indicated by an e!! in the subject line.
- Select the Read the message link/button.
- A new window will open. Select the Sign in with a One-time passcode link.
- This will prompt the sending of a one-time passcode to the email address in which the user received the encrypted message.
- The passcode will expire after 15 minutes.
- Return to your Inbox and open the one-time passcode message sent from MicrosoftOffice365@messaging.microsoft.com.
- Take note/Copy the passcode.
- Return to the encrypted message window.
- Enter passcode into the One-time passcode field.
- Select Continue to view the message.
- To send an encrypted response, select Reply or Reply All from the top right corner of the encrypted message window. Enter your message text and select Send.
For additional assistance, please contact Information Technology Services at 419-372-0999 or through chat.