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Using Email Encryption for Microsoft 365

Using Email Encryption for Microsoft 365

Students, faculty, and staff may use the email encryption tool in Microsoft 365. Encryption is an essential feature for sending and receiving private and confidential information. The encryption alters the email and all attachments to prevent unauthorized users from viewing the content or making changes to it. This encryption tool is often used when messages containing confidential information are sent to external email systems, such as Gmail, Yahoo, etc..

Email encryption is not perfect. Email creates two copies of the data: one copy in your mailbox, and another in the recipient’s mailbox. When possible, confidential, HIPPA, PII, PHI, etc. files should instead be shared through OneDrive or SharePoint in order to maintain a single copy of the data that remains in your possession.

Whenever possible, avoid emailing protected health information (PHI) via the UConn Storrs email system. PHI includes, but is not limited to, physical and mental health history, as well as healthcare, insurance, and billing information.

When emailing PHI is determined to be required, always encrypt the email. Add [encrypt] in the subject line or click the "Encrypt" icon in Outlook under the Options ribbon.

If You See Something Suspicious - Click the “Report” button in Outlook and select "Report Phishing". 

Encrypting Emails

To encrypt an email, type any of the options options below into the Subject of the email message. 

  • (encrypt)

  • [encrypt]

  • {encrypt}

  • (secure)

  • {secure}

  • [secure]

 A space must follow the closing punctuation to encrypt the message.

Correct: [encrypt] Subject of Message
Incorrect: [encrypt]Subject of Message

Opening Encrypted Emails

If the encrypted email has been sent to a Gmail account or an alias email account, you must use the passcode method below

Emails with the “Do Not Forward, University of Connecticut – Confidential and University of Connecticut – Confidential View Only” appear with a restricted red icon as shown below.

Recipients of encrypted emails will receive the message with a .html attachment. To open the email,

  1. Open the encrypted message received.

  2. Click on the drop-down next to the message.html attachment.

  3. Click Download to open the file.

  4. In Outlook Mail, click Open.

  5. On the Opening Mail Attachment window, click Open again. A webpage will open displaying two options for opening the content of the encrypted message.

Sign-In Option

To open the email using the Sign-In option, 

  1. Click Sign in.

  2. Click Work or School Account.

  3. Sign in to Office365 using your UConn email address and password. Once you do so, the encrypted message should be displayed. From here, you can reply to or forward the message. Reply messages and forwards will be automatically encrypted. 

Passcode Option

To open the email using the one-time passcode option, 

  1. Click on Use a One-Time Passcode.

  2. You will then receive an email in your recipient mailbox containing a Passcode. 

  3. Enter the passcode provided in the email into the webpage. Once you do so, the encrypted message should be displayed. From here, you can reply to or forward the message. Reply messages and forwards will be automatically encrypted.


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