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).

Email Encryption - Example

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


ONE-TIME PASSCODE FOR OFFICE 365 MESSAGE ENCRYPTION

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.

One-Time Passcode 1

Choose the option to view encrypted messages using one-time passcode, even if you have a Microsoft account.

As soon as you select the option to use one-time passcode, we send a passcode in an email message to your inbox.

One-Time Passcode 3

You can enter the passcode on the Office 365 Message Encryption Portal page, as shown below to view the encrypted email.

One-Time Passcode 4

When the passcode is entered correctly, you can see the encrypted email in plain text in the familiar Outlook Web App user interface.  You can then choose to reply to the message or forward it. All responses you make  will be encrypted.

 

 

Last Updated: 11/10/20