Encrypting Emails

Today’s tech tip is on how to Encrypt emails in Outlook 365.  There are 2 different methods.  The first lets you encrypt an individual message and the second lets you encrypt all messages coming from an email account.

Encryption helps to make sure that no one can read messages other than the intended recipient.  Encryption is all around us.  For example, every time we swipe our credit/debit card, the data is encrypted and sent via the web to the processing company from the cash register.  This in turn goes to our bank or credit/debit company encrypted as well.  Sometimes criminals can, and have, taken personal information sent over the Internet.  This would be a security breach.  Anything involving confidential information such as payment information or social security numbers should be encrypted to prevent financial or identity theft.   

If the receiver is not using Outlook, some staff have reported that their receivers cannot read the message.  Here are the methods for non-Outlook recipients to open an encrypted email: 

Reading a protected message with Gmail

Desktop/Browser:

1. Select Click here to read your message.
2. Select Sign in with Google.
3. You'll be redirected to the Gmail sign-in page. Once you sign in, select Allow.
4. Your protected message will display in a new browser tab. You won't be able to view the protected message in the Gmail window.

Mobile app:

1. Tap Click here to read your message.
2. Tap Sign in with... and sign in to your email account.
3. If you get a request for permissions, tap Yes or Allow to view the message.

Reading a protected message with a single-use code

Some email clients and services can't automatically open protected messages. If you have an email account with Yahoo or other Internet Service Provider, you'll need to obtain a single-use code to read the message.

Desktop/Browser:

1. Select Read the message.
2. You'll be redirected to a page where you can sign in and receive a single-use code. 
3. Check your email for the single-use code. Enter the code in the browser window, then select Continue to read your message.

Mobile app:

1. Tap Click here to read your message > Sign in with a single-use code.
2. You'll be redirected to a page where you can sign in and receive a single-use code.
3. Check your email for the single-use code and copy it.
4. Enter the code in your browser, then select Continue to read your message.

Source: Microsoft