Sending Encrypted Emails to Non-University Machines
This quick note is here to provide assistance with encrypting an email to send to non-university email addresses. Encrypting emails are good for decoding messages that contains personal private information (PPI). (For more information on data security at the university please check the following links: http://compliance.umich.edu/flint.html and http://spg.umich.edu/policy/601.12) Please us caution when sending data through email even when it is encrypted.
To Send an Encrypted Email to Non-University Email Address
- Open Outlook
- Address Recipient
- Type your email and attach your files if you wish.
- Ensure the message is encrypted by typing, “[encrypt]” (without the quotes) somewhere in the subject line (See illustration below.)
- By typing [encrypt] in the subject line, special software called Proofpoint will automatically recognize the email and know to store it on the server in a secure location while just sending the recipient a link from which they can open and view the message or download if they choose to do.
- Send your message
- Delete Sent message from your mailbox’s sent folder
NOTE: When the recipient clicks on the link to read the message, if it is their first time receiving a message sent via this method, they may have to follow onscreen instructions to register an email and password before being able to access the message. Once registered, the recipient should be able to access the message including any attachments using a web browser window similar to the one below.