What is email encryption
Encryption is the process by which an email is encoded so that only an authorized recipient can access the content within the email. With Office 365 Message Encryption, UCO employees can send encrypted emails from Outlook from any type of device.
Types of UCO email encryption
UCO email allows for 4-type of email encryption:
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Encrypt-Only: Encrypts the message so only intended recipients can open it. They can still forward, print, or copy the content of the message.
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Do Not Forward: Encrypts the message and will not allow the recipient(s) to forward, print, or copy the content of the message.
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University of Central Oklahoma – Confidential: This content is proprietary information intended for internal users only. This content can be modified but cannot be copied and printed. For emails between UCO employees only.
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University of Central Oklahoma – Confidential View Only: This content is proprietary information intended for internal users only. This content cannot be modified. For emails between UCO employees only.
If no encryption type is specified the email is not encrypted and anyone will be able to open, print, and forward the email upon receipt.
Send an encrypted e-mail
An encrypted e-mail message can be sent from the Outlook desktop client by doing the following:
- Open a new email;
- Select the ‘Options’ tab
- Select the ‘Permission’ button
- If prompted select 'Connect to Rights Management Servers and get templates'
- Choose the level of encryption needed.
This same functionality is available in Outlook Web Access by selecting the ‘Encrypt’ button when composing a new message:
View an encrypted e-mail
When an encrypted email is received in Outlook, the message should open like any other message. The only difference is a banner at the top of the message indicated the level of restrictions placed on the message.
Read an encrypted message
Outlook Desktop or Web Browser:
There are no special steps to reading an encrypted email via Outlook on the desktop, Outlook on the web or through the Outlook mobile app.
Reading an encrypted message with Gmail or Yahoo
Desktop/Browser:
- Select Click here to read your message.
- Select Sign in with Google or Sign in with a Yahoo ID.
- Once signed in, select Allow.
- The encrypted message will display in a new browser tab.
Mobile app:
- Tap Click here to read your message.
- Tap Sign in with Google or Sign in with a Yahoo ID.
- If prompted to allow permissions, tap Yes or Allow to view the message.
Read an encrypted message with a single-use code
Some email clients and services can't automatically open encrypted messages. If you have an email account with another provider, you'll need to obtain a single-use code to read the message.
Desktop/Browser:
- Select Read the message.
- Sign in when prompted and receive a single-use code.
- Check email for the single-use code.
- Enter the code in the browser window
- Select Continue to be taken to the message.
Mobile app:
- Tap Click here to read your message.
- Sign in with a single-use code.
- Upon redirect sign in and receive a single-use code.
- Check email for the single-use code and copy it.
- Enter the code in browser, then select Continue to be directed to the encrypted message.
Reply to an encrypted e-mail
When replying to an encrypted email, the original sender does not have to do anything to open that reply. It is decrypted for viewing automatically. Replies to encrypted emails it will automatically reapply the encryption.
* The attachments added by external users when replying won't be encrypted, only the original attachments & content of the encrypted email would be encrypted.
The external user (the original recipient of the encrypted e-mail that you sent) needs to encrypt the email from his side when replying if encryption will necessary.
Request additional assistance
For additional assistance or questions regarding UCO email encryption contact the Service Desk at 405.974.2255 or visit the email assistance page.