Email Encryption

Encrypting Email in Microsoft 365 (Outlook)

Protecting Sensitive Information at the University of Denver

Overview

This article explains how to use Email Encryption in Office 365.

Email encryption helps protect sensitive and confidential information by ensuring that only authorized recipients can read the contents of an email. At the University of Denver (DU), Microsoft 365 Message Encryption is available to help safeguard data when sending information both within and outside the university.

Encryption should be used whenever an email contains confidential or regulated information, including data protected by FERPA, HIPAA, or other university policies.

When Should I Encrypt an Email?

You should encrypt an email whenever it contains sensitive or confidential information, such as:

Student education records protected by FERPA
Protected Health Information (PHI) covered by HIPAA
Social Security numbers
Driver's license or passport numbers
Financial or banking information
Credit card or payment information
Personnel or employment records
Legal or contractual documents
Research data that is confidential or restricted
Any information classified as confidential under university policy

FERPA

The Family Educational Rights and Privacy Act (FERPA) protects the privacy of student education records.

Examples include:

Grades
Student ID numbers
Academic standing
Advising information
Class schedules
Disciplinary records

If this information must be sent by email—especially to someone outside the University—it should be encrypted.

HIPAA

The Health Insurance Portability and Accountability Act (HIPAA) protects Protected Health Information (PHI).

Examples include:

Medical diagnoses
Treatment information
Medical record numbers
Insurance information
Prescription details
Lab results

Any email containing PHI should be encrypted before sending.

When in doubt, encrypt the message.

How to Encrypt an Email in New Outlook (Windows)

Login to your DU email account in Outlook
Click on New mail.
Type “Du Confidential” (without quotes) in the Subject line and any additional subject you want added.
Select the Options tab.
Click Encrypt.

If you don’t see “Encrypt” under “Options” check the far right side of the current banner.

Choose the appropriate encryption option.

Common options include:

Encrypt – Prevents unauthorized access while allowing recipients to forward, print, or copy if permitted.
Do Not Forward – Prevents recipients from forwarding, printing, or copying the message and encrypts the message.
University of Denver – Confidential

DOES NOT WORK for external email recipient using OTP (One Time Password) Option OR just trying to open email.
Internal email recipients get the message right away. When trying to forward to external user email it will not allow this.

University of Denver – Confidential View Only
- encrypts and disables forwarding View Only.

Du Confidential in subject line with Do Not Forward checked - message will not forward

Recipient will receive the below message:

“Sorry, we can't display your message right now.

Something went wrong and your encrypted message couldn't be opened. Please try again by following the instructions in the original email message in 5 minutes.”

***If you simply check Do Not Forward without Subject line “DU Confidential” it will NOT forward.***

Complete your email and select Send.

How to Encrypt an Email in Outlook on the Web

Create a new message.
Select Options (or More options, depending on your version).
Choose Encrypt.
Verify that the message indicates encryption is enabled.
Send the email.

What Happens to the Recipient?

Internal DU Recipients

Recipients using their University of Denver Microsoft 365 account typically open the encrypted email normally. Encryption is handled automatically in Outlook.

External Recipients

Recipients outside the University may receive a message directing them to securely view the email.

Depending on their email provider, they may:

Sign in with a Microsoft account.
Receive a one-time passcode.
Open the message securely through a web browser.

No additional software is typically required.

Best Practices

Encrypt emails before attaching sensitive documents.
Verify recipient email addresses before sending.
Share only the minimum information necessary.
Use Do Not Forward when appropriate, with DU Confidential in the subject line.
Avoid sending passwords in the same email as encrypted attachments.
If possible, use secure file-sharing services for large or highly sensitive files.

Frequently Asked Questions

Does encryption protect attachments?

Yes. Attachments included with an encrypted email are also encrypted.

Can recipients reply?

Yes. Replies remain encrypted throughout the conversation.

Do internal DU users need to do anything special?

No. Messages typically open automatically in Outlook.

Can encrypted emails be forwarded?

That depends on the encryption option selected.

Encrypt generally allows forwarding if organizational policies permit.
Do Not Forward prevents recipients from forwarding, copying, or printing the message.

Should I encrypt every email?

No. Encryption should be used when the email contains confidential, regulated, or sensitive information. Routine communications generally do not require encryption.

Need Assistance?

If you experience problems sending or receiving encrypted email, contact the DU IT Help Center for assistance.

Https://support.du.edu
(303) 871-4700
Walk-In:
Monday – Friday 9:00 a.m. – 5:00 p.m.

Viewing an Encrypted Email

The recipient will receive a message like the one below (example using Gmail webmail site):

The following page will open (screenshot below):

Click on or download the attachment "message.rpmsg" and open this in your browser.

To view the message:

If you have an Microsoft Account or @du.edu account, you may click "Sign in" and log in.
If you do not have a Microsoft Account or @du.edu account, please choose "Use a one-time passcode."

You can then view the message and have the ability to reply, reply all, or forward the encrypted message.

For other types of encryption, please check out Data Encryption Options for Staff and Faculty Members.

For more information about confidentiality, please check out University Data Confidentiality, Access, Storage, and Sharing Guidance for Employees.

For more information about this feature, check out Microsoft TechNet's explanation of Office 365 Email Encryption.

Questions?

Not to worry, we're here to help! Simply pick up the phone and call the IT Help Center at 303-871-4700. You can also submit a web ticket through our support portal.