How-To Send an Encrypted E-mail
Microsoft Outlook - Last updated 12/06/2022
People often use email to exchange sensitive information. Regular E-mail is not a secure method to share sensitive information.
To help with the security risk, you can now encrypt a message to protect the message and its content.
When Should I Use Encrypted E-mail?
Below are some questions you should ask yourself to decide which encryption option to choose.
- Am I sending personally identifiable information?
Personally identifiable information (PII) includes anything that can identify an individual – for example, their name, address, Social Security number, or bank account number (note that some of this information should be avoided in E-mails altogether). Data that identifies someone’s life, hobbies, or routines could also be sensitive. If an attacker intercepts the message, it would give them valuable information to take advantage of the individual or the district. - What valuable or secret data may be in the E-mail?
This includes secure district data such as legal messages, personnel files, or anything that could be embarrassing or harmful if it got released. - Could this information be used to take advantage of someone?
Some sensitive information could easily be exploited by criminals (bank account numbers, credit card numbers, etc). Other information may seem public but could be used against someone. One example of this would be travel plans. Knowing when someone will be out of the office (or out of the house) is something that criminals can take advantage of (both physically and electronically).
Step 1: Open up a New E-mail in Outlook (Desktop App)
Step 2: Click on Options then Encrypt
Step 3: Set Permissions on E-mail message
A drop down will appear:
Please choose one of two options that best fit the content of your E-mail.
- Encrypt-Only - This message is encrypted. Recipients can't remove encryption.
- Do Not Forward - Recipients can read this message, but cannot forward, print, or copy content. The conversation owner has full permission to their message and all replies.
Step 4: Continue with your E-mail message as usual
How-To Read an Encrypted E-mail
Click button for more information on reading encrypted E-mails!
Brandi Ray
Goose Creek CISD
GCCISD Administrative Assistant to Matthew Flood, CTO