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How do I encrypt emails that I send?

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Why do I need to use encryption?

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.

What types of emails should be encrypted?

Any university email that contains the following protected or sensitive information must be encrypted:

  • Protected health information (i.e., patient record information)
  • Personally identifiable information (ex., social security number)
  • Credit card information
  • Any information protected by governmental or institutional regulations

How do I encrypt an email?

  1. To send an encrypted message, use the word "encrypt" (without quotations) in the Subject line of the email and send the message as usual.
  2. Your recipient will receive an email with a .html attachment, then open the attachment to view the message in a web browser.
    o365_encrypt_01
  3. The recipient will log in to view the message using their Office 365 credentials, or if the recipient is a not affiliated with UT, they may request a one-time passcode.
    o365_encrypt_02
    1. An additional email with the passcode will be sent to their email address.
      o365_encrypt_03
  4. Once authenticated, the message will display in the browser.
    o365_encrypt_04
  5. Please note: For the recipient to reply securely to the message, the recipient must reply from the message on the web. Replying from the original message will send an unencrypted return message.

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