How To Send Secure and Encrypted Emails

Overview

Microsoft Outlook provides the ability to encrypt email content via "Office 365 Message Encryption". This article explains how to use it to protect sensitive information in email messages. For example, you may consider sending encrypted messages that contain Personal Information. See Camosun Policy 0-6.1 Protection of Privacy for a definition of Personal Information.

Levels of Encryption

• Encrypt - Recipients can read or forward this message or print or copy content from this message, but cannot remove protection. The conversation owner has full permission for their message and all replies.

• Do Not Forward - Recipients can read the message, but cannot forward, print or copy content. The conversation owner has full permission for their message and all replies.

• Camosun College – Confidential - This content is proprietary information intended for internal users only. This content can be modified but cannot be copied and printed. Only for sending messages between Camosun accounts.

• Camosun College – Confidential View Only - This content is proprietary information intended for internal users only. This content cannot be modified. Only for sending messages between Camosun accounts.

Outlook

Steps for Outlook 365 on Windows

Screenshots were taken on Windows, but they are similar on Mac.

1. Start drafting a new email message and click on the Options tab in the menu; then select one of the following:
    
   • In Outlook 365 - Click Encrypt and select the permission/ encryption level you want for the message.
      
   • In Outlook 2016 and Outlook 2019 - Click Permission and select the permission/ encryption level you want for the message.

Outlook on the Web (OWA)

1. Log in to outlook.office.com. Click on New Message, then Encrypt.
    
2. An indication that the message is encrypted is displayed above the To field. The default level of encryption is "Encrypt".
   Click on the words Change permissions if you want to select a different permission (encryption level).
    

Mobile

The only mobile application that is able to receive encrypted message is Outlook. Please install Outlook for iOS or Outlook for Android to view encrypted messages on mobile. These apps are able to reply to encrypted messages just like normal, however, neither Outlook for iOS or Outlook for Android can send totally new encrypted messages.
 

How Someone at Camosun Receives Your Encrypted Message

If you send an encrypted message to someone at Camosun, they will be able to read it seamlessly in any version of Outlook, including Outlook for Windows, Outlook for Mac, Outlook on the web, Outlook for iOS, and Outlook for Android.

A lock icon next to the message indicates that it is encrypted, and in the Reading pane, there is a text notification above the message.

Outlook for desktop (Windows & Mac):

Outlook on the Web:

How Someone Outside Camosun Receives Your Encrypted Message

1. The message will contain a button Read the message. The recipient should be expecting an encrypted message from a  sender they know and trust before clicking the button.
    
2. A web page will open in the default browser. To be sure it is not a fraud, make sure the URL starts with "outlook.office365.com/encryption/authenticationpage.asp". Click Sign in with a One-time passcode.
   
    
3. The recipient will receive an email with a one-time passcode that they can enter into the web page.
    
4. Enter the code in the web page.
   
    
5. After entering the code the encrypted message will be displayed in the browser.

Additional Information

• Encryption in Office 365
• Encrypt Email messages