Encryption offers an extra layer of security when sending email containing important or confidential information. With encryption, only the intended recipient of a message will be able to read its contents, preserving the integrity of the message and protecting the confidential information within it.
How to Manually Encrypt an Email
To send an encrypted e-mail:
- To ensure that e-mails are sent in a secure manner, type the word encrypt as the first key word in the subject line. This will trigger a transport rule in Office 365 to flag the message for encryption.
- If the recipient of the encrypted email replies to it, the response will also be encrypted.
- For more information about email encryption, please visit the UC Knowledge Base article "Office 365 Email Encrytion".
To receive an encrypted e-mail:
- Recipients of the encrypted email will receive a notification that they have received a secure message. To access the message, select Read the message and it will have a few options to accessing the message.
- For more information about recieving an encrypted email, please visit the UC Knowledge Base article "Office 365 Email Encrytion".
Automated Encryption of Email Messages
Data Loss Prevention (DLP) is a feature that will auto-encrypt certain email messages based on the information contained within the message. If a message is sent to a recipient outside of the University of Cincinnati email system and contains what is classified as Restricted or Controlled Data per the Data Governance & Classification Policy, the message will be encrypted.
- The sender will receive an Outlook tip and a message when an email is sent that contains sensitive information.
- The recipient will receive an encrypted message which will provide instructions on how to open the message.
If your business process requires you to send restricted data to external destinations and the options above will not meet your needs, please contact the IT@UC Office of Information Security at 513-558-ISEC (4732) to discuss other alternatives.