Email encryption provides an additional layer of security when sending confidential information. It converts the message from readable plain text into scrambled ciphertext. Only the intended recipient can view the message. Attachments are also encrypted.
When to Use Email Encryption
Use email encryption when transmitting confidential data within the Yale community and externally.
Examples:
- Social Security numbers
- Protected health information
- Clinical trial data
- Service account passwords
- Credit card numbers
- Grades for assignments and courses
- Trade secrets
- Disciplinary records
- Salary and tax records
How to Send an Encrypted Email
Outlook Web App
- Log in to the web portal
- Compose a new message
- Compose your message, then select the Encrypt button
- This will ensure the message when sent will be encrypted so only individuals in the To or CC fields will be able to read it.
- You can also click the Change permissions link and select Do Not Forward if you want to prevent the message from being forwarded and to prevent the content from being copied/pasted or screen printed into another message or document.
Outlook Desktop App
- Open your Outlook desktop app
- Compose a new message
- In the Options tab, click on the Encrypt button to have the message encrypted so only individuals in the To or CC fields will be able to read it.
- Then click on the arrow under the Encrypt button to open the encryption options menu. The Do Not Forward option encrypts the message and prevents it from being forwarded and its content copied/pasted, or screen printed into another message or document.
- Send the message.
How do I open an encrypted email from a non-Yale email?
Outlook Web or Desktop App
- Open the email message as instructed.
- Follow the prompts to use a one-time passcode. A passcode is sent to you in an email message. (Note: Each passcode expires after 15 minutes. If that happens, or if you can’t open the message for any reason, start over by opening the attachment again and following the steps.)
- Return to your email and retrieve the passcode.
- Return to the open message.html file on your computer.
- Enter the passcode provided, and then select Continue.
- You can now view your message.
Mobile App
- Open the message using the email app on your mobile device as you normally would.
- Select the Read the message button.
- Select Sign in with a one-time passcode.
(Note: Each passcode expires after 15 minutes. If that happens, or if you can’t open the message for any reason, start over by opening the attachment again and following the steps.) - The passcode is sent to you in an email message.
- Enter the passcode provided, and then select Continue.
- You can now view your message.
Can I set a message to delete automatically after a certain period has passed?
Yes, you can set any message you have sent to be automatically deleted using retention policies in the Outlook desktop app and Outlook Web.
Outlook Desktop App
- Right-click the sent message you want to set the retention policy for.
- From the context menu expand the Assign Policy section.
- Select one of the Delete after... policies that meet your requirement.
- The message will be automatically deleted from your account after this period has elapsed.
Outlook Web
- Right-click the sent message you want to set the retention policy for.
- From the context menu expand the Advanced Actions section and then Assign Policy.
- Select one of the Delete after... policies that meet your requirement.
- The message will be automatically deleted from your account after this period has elapsed.