ITS Helpdesk

Phone: 810.762.3123 opt. 1 - Email: ITSHelpdesk@umflint.edu

Sending Encrypted Emails to Non-University Machines

Last Updated: Jun 07, 2018 12:42PM EDT

Encrypting your email is an excellent way to secure messages that might contain personal identifiable information (PII). Please remember, even when using encryption, to be mindful of what you are sending through email. Email as a form of communication can be very susceptible to attacks or unwanted eyes reading the messages, mainly due to the various technical elements involved in the process.

If you have other means of sending the information, such as encrypted file shares like Filelocker, ITS recommends using these instead. For a guide on using Filelocker, please see this Quicknote.

Intended Audience

This Quicknote is intended for current faculty, staff, and students who would like to learn how to send encrypted emails to non-university machines in Outlook.

Requirements

To follow this Quicknote you will need to have a current affiliation with the university and have access to your LAN account. You will also need to have Outlook installed and running on the computer you will be using.

To Send an Encrypted Email to Non-University Email Addresses

  1. Open Outlook (Outlook 2016 is used in this Quicknote).
  2. Click New Email to start a new email.
  3. Type your email and attach your files if you wish.
  4. To encrypt the email, you will need to type [encrypt] anywhere in the subject line (See illustration below).
    • By typing [encrypt] in the subject line, our email spam filter called Barracuda will automatically recognize the email and store it on the server in a secure location. Barracuda will then send the recipient a link from which they can open and view the message or download it if they choose to do so.
  5. Click Send to send your email.
  6. Delete the sent message from your mailbox's Sent folder. This will prevent the sensitive data from being in your mailbox, so this is a critical step.

Below is an example of what the non-University recipient will see:

 

NOTE: When the recipient clicks on the link to read the message, if it is their first time receiving a message sent via this method, they may have to follow onscreen instructions to register an email and password before being able to access the message. Once registered, the recipient should be able to access the message, including any attachments using a web browser window.

For more information on data security at the University of Michigan, please reference the following links:

Troubleshooting

If you have any questions or experience any issues with this Quicknote please visit or contact the ITS Helpdesk for assistance.

Locations: 206 Murchie Science Building or 3174 William S. White Building
Phone: (810)-762-3123 (option 1)
Email: its-helpdesk@umflint.edu

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