Email - Encrypt Outgoing Emails (Staff/Faculty)

This document shows faculty and staff how to use Southwest Tech's email system to encrypt outgoing emails.

Encrypting emails can useful when sending sensitive information such as financial data.

Internal Email Address - All internal (staff and faculty) email that is sent from your swtc.edu email address to someone with a swtc.edu email address is already encrypted.

External Email Address - If you need to encrypt an email to someone that doesn’t have swtc.edu email address (such as gmail.com, yahoo.com, etc.) follow the steps below:

Method 1: Add the word “Encrypt” in the subject line of your email. Adding "Encrypt" to the subject line will automatically encrypt the email. This is also the best practice method for sending encrypted email from webmail and the Outlook mobile application.

Screenshot of an example email with "Encrypt" in the subject line 

Method 2: Draft a new email. In the menu ribbon, select Options > Permission > Encrypt-Only

Encryption1.png

Encryption2.png

A message will appear above the send button stating that the email is now encrypted.

Encryption3.png 

Southwest Tech’s email system will encrypt the email and send the user a link to open the encrypted email. The email they receive will be sent from “youremail@swtc.edu” with the subject you entered.

Encryption4.png

The recipient will need to click the Read the message button to proceed. Depending on their email service, they will be prompted to sign in with their email credentials to view the message. The example below was sent to a user's Gmail address.

Encryption5.png

Alternatively, the user can opt to have a one-time passcode sent to their email to authenticate. 

Encryption6.png




Keywords:emailing encryption secured private owa outlook mail sending   Doc ID:79901
Owner:Jake W.Group:Southwest Wisconsin Technical College
Created:2018-02-05 16:11 CDTUpdated:2020-07-22 13:05 CDT
Sites:Southwest Wisconsin Technical College
Feedback:  5   0