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To ensure that sensitive information sent by email is only accessible by the appropriate party, you should use the email encryption technology supplied by the University.

Step-by-step guide

Sending Encrypted Email

  1. Open a new email message.
  2. In the subject line include either [secure] or [encrypt]. These are not case sensitive but must be in the square brackets.
  3. Finish writing your email and click Send as normal.

Receiving Encrypted Email

  1. The receiving party will receive an email similar to the one below:

2. The receiving party will click the arrow to download the file.

3. Once the file is downloaded they will open the file and they will see something like this;

4. If the encrypted email was sent to a Microsoft account (including campus Office 365 email) then the user can simply use the Sign in option and login with their credentials. If the message was sent to a non-Microsoft account they can select the Use a one-time passcode option and a one-time use code will be sent to the user via email.

You may wish to test feature this by sending an email to one of your other email accounts if you have one. This will give you an idea of what the other person will see.


For questions or comments, contact the Computer Services Help Desk