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 |
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| - Sending an encrypted email
- Open a New/Compose Email
- Click on the Options tab
 - Click on Permissions
 - For Office 365 2019 users will click on Encryption
- 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
- Select the permission/encryption needed for that email
- Unrestricted – no restrictions
- Do Not Forward – Content cannot be forwarded, printed, or copied
- Protected Trust – Confidential – The content can be modified but cannot be printed or copied
- Protected Trust- Confidential View Only - cannot be modified in any way
- This option will only work for internal users. External users will not be able to open a Confidential View Only encrypted email
- Click Send
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| - Viewing an encrypted email
- If you are already signed into Outlook, an encrypted message will appear normal but will notify you of the permission settings for the email
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Section II: Outlook Web Application |
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| - Sending an encrypted email
- Login to Outlook online
- Click on New to open a new email
 - Select protect from the menu
 - The permissions can be changed by clicking on Change Permissions
 - Click on the drop down to select the permissions needed
 - Unrestricted – no restrictions
- Do Not Forward – Content cannot be forwarded, printed, or copied
- Protected Trust – Confidential – The content can be modified but cannot be printed or copied
- Protected Trust- Confidential View Only - cannot be modified in any way
- This option will only work for internal users. External users will not be able to open a Confidential View Only encrypted email
- Compose message
- Send when complete
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| - Viewing an encrypted email
- Open a web browser
- Go to portal.office.com
- Select the Outlook icon
- Open the email
- It will notify you of the encryption
- External users will need to click Read the message, authenticate to view email
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Section I II: Mobile Devices |
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| - Sending an encrypted email
- Open web browser on phone
- Go to portal.office.com
- Select Outlook icon
- Click the + button to compose new message
 - On the subject line select the three dots
 - Choose Protect
- The default permission is set to Do Not Forward
- Compose message
- Click Send to complete
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| - Viewing an encrypted email
- Open a web browser
- Go to portal.office.com
- Select the Outlook icon
- Open the email
- It will notify you of the encryption
- External users will need to click Read the message, authenticate to view email
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Contributor | Davina Rice |