Email Encryption

Overview

Email that contains sensitive or confidential information (such as information subject to HIPAA data controls) should be encrypted to prevent potential data exposure. The Texas A&M Technology Services Exchange email service at https://outlook.office.com/mail/ provides the ability to encrypt any outgoing email message by including a specific encryption command in the subject line of the message.

• Instructions for sending encrypted email
• What email gets encrypted
• Instructions for reading encrypted email
• Resetting your secure reader password

Sending encrypted email

1. Compose a new email message via https://outlook.office.com/mail/.
2. Include the string *encrypt* at the beginning of the Subject: line.
   
   
    
3. Send the message as normal

No additional action is required as the sender of an encrypted email message.

Messages sent with encryption in the manner will be automatically deleted from the secure reader website after 14 days.

You will receive a notification email from the Proofpoint system letting you know when the message was read by the recipient.

What email gets encrypted

This method of encryption will not encrypt messages sent within the same Exchange email server. For example, an email sent to a colleague whose email account is on the same Exchange server as your account will not receive an encrypted message when using the encryption process described here. However, using this process to encrypt an email being delivered to other mail servers will result in an encrypted message being delivered due to the email message having to pass through the Texas A&M Proofpoint email servers which perform the encryption function.

Reading encrypted email

1. Open the email in your email client. The message will not be displayed.
   
   
    
2. Click the link labeled Click here to be taken to the secure reader website.
3. Register your email address on the secure reader website. You will need to provide your first name, last name, and create a password. Passwords must be between 8-20 characters long and include at least one number and one letter. Spaces and the following special characters are not allowed in this password: ? / . > , < ‘ “ ; : \ | } { ~ `
   
   

After registering on the secure reader website, you will be able to read the message. You will be able to reply to the message (including reply all), but you will not be able to forward the message. Replies will not be encrypted.

After you access the encrypted message, the sender of the message will be automatically notified by the secure email system.

Resetting Your Secure Reader Password

 If you forget the password you created for your email address to access the Secure Reader, you can reset the password.

1. Click the Forgot Password link below the password field. This will send a password reset link to your email account.
   
   
    
2. Make sure to check spam and junk folders for the password reset message.
   
   
    
3. Click the password reset link sent to you.
4. Create a new password.