Encrypt Your Email
You must use encryption if you are emailing anything with a Restricted data classification rating such as:
- protected health information (PHI)
- personally identifiable information (PII)
- HIPAA information
- FERPA information
- educational records
- credit card information
- anything protected by governmental or institutional regulations, it must be encrypted
Encryption ensures that protected or sensitive information is not intercepted during email transmission, thus protecting you and the university from potentially costly and reputation-damaging data breaches.
Sending an Encrypted Email
You can enter a descriptive subject line as long as the word encrypt is included somewhere within it. Examples: New Student Information encrypt or Encrypt New Student Information.
There is now an Encrypt and Lock button available in both Classic and New Outlook.
To use it, click New Email, go to the Options tab, and select the appropriate button to apply encryption or restrictions to your message. See the examples of these buttons below.
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| Classic Outlook | New Outlook |
Note that words such as "encryption” or “encrypted” will not trigger the encryption process.
Receiving an Encrypted Email
- Click on the email.
- Email is opened in Outlook.office365.com as a new tab.
- External users can sign on with their personal email account or use a one-time passcode.
- After authentication, the encrypted email is shown.
Replying to or Forwarding an Encrypted Email
You can reply to the email or forward as usual. Encryption will continue to be enabled on the entire email thread as long as the recipient replies from the screen where the encrypted message is displayed. If needed, the Subject line can be changed.
SharePoint
SharePoint is the Microsoft application for file sharing. Instead of sending files in an encrypted email, consider granting access to the files for collaboration, sharing, and management. Learn more with this Introduction to SharePoint Knowledge Base Article.
FAQs
Why encrypt an email?
To keep sensitive information safe and protect us from a data breach.
What should be encrypted?
Any email that contains data with a level 3 data classification ranking such as protected health information (PHI), personally identifiable information (PII), HIPAA information, FERPA information, educational records, credit card information, or anything protected by governmental or institutional regulations.
Are emails automatically encrypted?
No, encryption is not automatic.
How do I encrypt an email?
Type the word encrypt in the Subject line of your UTHSC email.
Can I use the word encryption or encrypted?
No, it has to say encrypt.
Are replies encrypted?
Yes, if the reader replies to the encrypted email as long as encrypt is still in the Subject line.
Are attachments also encrypted?
Yes, any attachments to the encrypted email will be encrypted as well.