Summary
Specifically, Microsoft O365 message encryption enables users to securely send email messages to users inside and outside of UofL on any device. O365 email encryption enables email security essential to some UofL operations due to the sensitivity of data shared.
Capabilities of Encryption
O365 is capable of the following:
- Encrypting email messages, either on the sender’s machine or via a central server while the message is in transit
- Decrypting messages to the recipient
- The recipient’s machine uses a key to decrypt the message, or a central server decrypts the message on behalf of the recipient after recipient identity validation occurs
What does "encrypting an email" mean?
O365 encryption:
- Transforms the message from plain text in to unreadable ciphertext
- Keeps the message in ciphertext while in transit to protect the message from being read if intercepted
- Decrypts the message via a key or authenticated response
Before You Begin:
- You must be signed in to your UofL email account.
- For some Outlook versions you may need to connect to Rights Management Servers and download encryption templates before using encryption features.
- Encryption indicators may look different for UofL and non-UofL recipients
Instructions for Encypting Outlook Email:
Connect to Rights Management Servers and Get Templates (if prompted)
1. In the Outlook web client compose a new message.
2. At the top of the message window select the Options tab.
3. Click the small, downward-facing arrow under Encrypt.
4. Select Connect to Rights Management Servers and get templates.
Encrypt an Email
1. In your message pane click Options at the top of the window.
2. In the top bar click the small, downward-facing arrow under Encrypt.
3.Select Encrypt-Only from the drop-down menu after choosing the correct mailbox (if prompted).
Additional Encryption Options
- Do Not Forward: Prevents recipients from forwarding, printing or copying the message.
- Confidential: Allows content to be modified but not copied or printed; marked as “intended for internal users only.”
- Confidential View Only: Content cannot be modified, copied or printed; marked as “intended for internal users only.”
Instructions for Detecting Encrypted Outlook Email
From a UofL Entity to a UofL Entity
1. Preview the Message in Outlook
- Look for the red circle with a red horizontal line to the left of the message preview
2. Read the Messages
- When you open the email a notification will appear above the body of the message stating that the message is protected or encrypted.
From a UofL Entity to a Non-UofL Entity
1. Open the Email
- The recipient will see a message indicating the email is encrypted and a "Read the Message" button.
2. Access the Encrypted Message
- Click "Read the Message" button. A new browser window will open.
3. Sign In or Use a One-Time Passcode
- The recipient can choose to sign in with their email provider (e.g. Google, Yahoo) or select SignIn with a One-Time Passcode.
- If using a passcode, the recipient will receive an email from icrosoft Office 365 Message Encryption with the subject line Your one-time passcode to view the message.
- Enter the 8-digit passcode from the email into the browser and clisk Continue to view the encrypted message.
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