Information Technology : Email Encryption

The University of Toledo has implemented an email encryption service for communications containing sensitive information.  All external university correspondence (sent to addresses other than those at utoledo.edu) containing PHI, SSNs, Credit Card numbers or other sensitive personal information should be encrypted prior to transmission (see UT Electronic Mail Services Policy).  To have an email encrypted, please include the phrase [encrypt] in the subject line of the email (the brackets [ ] must be used to force the encryption).

Note:  Encryption only works when sending to external (non-University) email addresses.

To aid you in understanding what the recipients will receive, the following instructional information is provided and can be sent to your recipients prior to sending them an encrypted message.  We strongly encourage anyone who will be sending encrypted messages to test the procedures by sending to a personal email account such as your Yahoo!, Gmail, Hotmail, etc. accounts and then following the receiver instructions below.

Recipients of encrypted email will receive a notification that they have received a secure message that will have a “securedoc.html” attachment.

To read your encrypted email:

• Open (or Save and Open) the “securedoc.html” attachment.

First time recipients of UT’s encrypted email will need to register with Cisco’s Registered Envelope Service.  To Register:

• Click on the Register button on the envelope.
• Complete the Registration Form.
• An Email will be sent to your email account.  Follow the directions to Activate your account.
  
  
• Enter your Cisco Registered Envelope Service account password
• Click the Open button – Your encrypted email will open in your web browser

To Reply or Forward an encrypted email:

• Click the Reply button at the top or bottom of your message.
• Type your message and if you are forwarding enter recipient addresses.
• Click on the Send button.

More detailed directions for using the University’s encrypted email service are available by clicking here.

If it is your intention to send these instructions or the associated web link to a recipient, please remember to send them in a message separate from the one that you encrypted.