Overview
Audience: Users with an NGU email account
Description: Microsoft 365 provides multiple encryption options for email security. This article describes how to encrypt email in Outlook and Microsoft 365.
Environment: Outlook desktop clients, Outlook on Web.
Available Forms of Encryption
- Outlook desktop client
- Encrypt-Only
- Do Not Forward
- Outlook on the web
- Do Not Forward
- Encrypt
- Confidential
- Confidential View Only
Encryption Options Explained
- Encrypt Only: The message is encrypted, and there are no restrictions on it.
- Do Not Forward: Only the intended recipients of the email or document can view and reply. They cannot forward, share, or print it. If someone else accesses the file, they won't be able to see its contents because the policy is checked upon opening, and the information remains encrypted.
- Confidential: Only individuals within NGU's Microsoft 365 environment can view, edit, and share the content with others in the same environment.
- Confidential View Only: Only individuals within NGU's Microsoft 365 environment can view this content but cannot edit it. They can share it with others in the same environment.
Sending Encrypted Messages
Outlook (Windows, Mac, or Web)
- Open a new email.
- Go to the Options tab.
- Select Encrypt and choose the appropriate protection level (e.g., Encrypt).
- This encrypts the contents of the message as well as any attachments.
Receiving Encrypted Messages
If Sent to an NGU Email Address
- The encrypted message will open directly in Outlook.
- A banner at the top of the email will indicate that it is encrypted.
If Sent to a Non-NGU (External) Email Address
- The recipient receives a secure message prompt and clicks Read the message.
- A new page opens, asking them to Sign in with a one-time passcode.
- Microsoft sends a passcode to the recipient's email.
- The recipient enters the code and clicks Continue to view the message.
Additional Resources