Sending Encrypted UTD Email

When you need to protect the privacy of an email message, encrypt it. Encrypting an email message in Outlook means it's converted from readable plain text into scrambled ciphertext. To read an encrypted email, recipients must authenticate with their credentials or use a one-time passcode.

Table of Contents

• Context
• Encryption Methods
  • Automatic Encryption
  • Mobile/ Outlook Web
  • Outlook App
  • Do Not Forward

Context

Want to add a padlock to your email messages? When you need to protect the privacy of an email message, encrypt it. Encrypting an email message in Outlook means it's converted from readable plain text into scrambled ciphertext.

To read an encrypted email, recipients must authenticate with their credentials or use a one-time passcode.

Encryption Methods

Automatic Encryption

By default, if you write an email to an external recipient(s) that contains sensitive data (such as a UTD ID), it will be detected by EOP’s rules and be encrypted when sent.

Mobile/ Outlook Web

You can send an encrypted message to an external email address by typing "[encrypt]" in the email's subject line. 

Outlook App

• Open the Outlook desktop app.
• Select New email ​> Options > Encrypt lock icon > Encrypt.
• Your message is encrypted now. By following these steps, you can ensure that your sensitive information remains secure and is not inadvertently shared beyond the intended recipients.

Do Not Forward

• The “Do Not Forward” feature in Outlook helps protect sensitive information by preventing recipients from forwarding, printing, or copying your email content.
• If a recipient tries to forward the email, they will receive an error message stating that the action is not permitted.