The option to use Office 365 Message Encryption (OME) has been enabled by TSD for all faculty, staff, and student email accounts. This feature allows us to protect confidential information when sent via email, either internally or externally. When used, this feature will ensure that only the intended recipient can view the message content. Below are instructions on how to use email encryption with Outlook on the web or Outlook desktop application.
- Log in to Okta
- Click "Microsoft Office 365 Mail"
- Click on the “New Mail” button near the upper left hand corner of the page.
- The new message pane opens on the right hand side of the page. Compose your message as usual, but before you click send, click the “Options” button and select "Encrypt" to encrypt the email message. A drop Down with the encryption permissions will appear. Please select the appropriate one
Once an encryption permissions is selected, you can change it by clicking "Change Permission"
- Click “Send” as you normally would when you are ready to send the encrypted email.
There are additional options to choose that can modify the behavior of the encrypted email.
To access these settings, click "Change permissions" in the encryption notice when encryption is turned on.
Once clicked, you'll see these options:
Encrypt-Only: Message is encrypted. The recipients can read, forward, print, or copy the content.
Do Not Forward: Message is encrypted. The recipients can read the message but cannot forward, print, or copy the content.
Aurora University – Confidential: Message is encrypted. Can only be read and forwarded by internal users (must have an @aurora.edu email address). Cannot be printed or copied.
Aurora University – Confidential View Only: Message is encrypted. Can only be read by internal users (must have an @aurora.edu email address). Cannot be forwarded, printed, or copied.
Recipients that use Microsoft 365 for their email system will have a seamless experience when viewing encrypted messages via Outlook on the web or one of the Outlook applications. A padlock appears on emails that are encrypted.
Recipients that do not use Microsoft 365 email will receive an email with a link to read the encrypted message.
After clicking the link, the recipient can sign in with their email account if it is a service that has partnered with Microsoft, such as, Gmail or Yahoo!. All other email services will need to choose to obtain a One-time Passcode to view the encrypted message.
If One-Time Passcode is selected, recipients will be prompted to enter a one-time passcode.