ADA Compliant Document

Office 365 Message Encryption


Overview

This job aid will list step by step instructions on how to send, view, and reply to encrypted messages. A step by step video is also available to watch Click Here.
Section I: Outlook Desktop Application
Section II: Outlook Web Application
Section III: Mobile Devices

Section I: Outlook Desktop Application



  1. Sending an encrypted email
  2. Open a New/Compose Email
  3. Click on the Options tab

  4. Click on Permissions

  5. For Office 365 2019 users will click on Encryption
  6. If you have multiple accounts in Outlook, you will have a drop down available for each account. You will want to select the account you will be sending the email on behalf of
  7. Select the permission/encryption needed for that email
  8. Unrestricted – no restrictions
  9. Do Not Forward – Content cannot be forwarded, printed, or copied
  10. Protected Trust – Confidential – The content can be modified but cannot be printed or copied
  11. Protected Trust- Confidential View Only - cannot be modified in any way
  12. This option will only work for internal users. External users will not be able to open a Confidential View Only encrypted email
  13. Click Send


  1. Viewing an encrypted email
  2. If you are already signed into Outlook, an encrypted message will appear normal but will notify you of the permission settings for the email

Section II: Outlook Web Application



  1. Sending an encrypted email
  2. Login to Outlook online
  3. Click on New to open a new email

  4. Select protect from the menu

  5. The permissions can be changed by clicking on Change Permissions

  6. Click on the drop down to select the permissions needed


  7. Unrestricted – no restrictions
  8. Do Not Forward – Content cannot be forwarded, printed, or copied
  9. Protected Trust – Confidential – The content can be modified but cannot be printed or copied
  10. Protected Trust- Confidential View Only - cannot be modified in any way
  11. This option will only work for internal users. External users will not be able to open a Confidential View Only encrypted email
  12. Compose message
  13. Send when complete


  1. Viewing an encrypted email
  2. Open a web browser
  3. Go to portal.office.com
  4. Select the Outlook icon
  5. Open the email
  6. It will notify you of the encryption
  7. External users will need to click Read the message, authenticate to view email

Section I II: Mobile Devices



  1. Sending an encrypted email
  2. Open web browser on phone
  3. Go to portal.office.com
  4. Select Outlook icon
  5. Click the + button to compose new message

  6. On the subject line select the three dots

  7. Choose Protect
  8. The default permission is set to Do Not Forward
  9. Compose message
  10. Click Send to complete


  1. Viewing an encrypted email
  2. Open a web browser
  3. Go to portal.office.com
  4. Select the Outlook icon
  5. Open the email
  6. It will notify you of the encryption
  7. External users will need to click Read the message, authenticate to view email

Contributor

Davina Rice