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Office 365 - Getting Started with Message Encryption

With Office 365 Message Encryption (OME), you can send and receive encrypted email messages between people inside and outside our organization. Office 365 Message Encryption works with Office 365, Yahoo!, Gmail, and other email services. Email message encryption helps ensure that only intended recipients can view message content.

Why would I want to use OME

Have you ever had your email or documents shared or given to other people than you intended, or seen your company’s information shared with people outside the company by accident? Maybe you have information that you want to share confidentially with only a few trusted colleagues for purposes of collecting feedback, but you’re concerned that the information may get leaked inadvertently before you are ready?

Office 365 and Message Encryption

  • Who can use OME?

    Any UW-Madison Office 365 account.

  • Can internal/external mail systems interact with encrypted messages?

    Yes/No - this will depend on the encryption type.

  • What encryption types are available to me and what do they mean?

    • Do Not Forward: Only the recipients of the email or document (data file) will be able to view and reply. They cannot forward or share with other people or print. Even if someone you did not specifically give permission to access the file gets it, he or she will not be able to view the contents, because the policy is checked upon opening and the information is encrypted the entire time.

    • Confidential: Only people inside UW-Madison's implementation of Office 365 (that is, people with an Office 365 account @wisc.edu) can access the content, make edits, and share with others inside our implementation of Office 365.

    • Confidential View Only: Only people inside UW-Madison's implementation of Office 365 can view this content but cannot edit or change it in any way. They can print and share with others inside our implementation of Office 365.


  • What clients can be used to send encrypted messages?

    Outlook on web | Outlook desktop client - see below for instructions on how to send an encrypted message using one of these clients

  • What can I do when I receive an encrypted message?

    • The first time that you open a message that uses restricted permission, Outlook must connect to a licensing server to verify your credentials and download a use license. The use license defines the level of access that you have to a file. After the certificate is installed, you can view the contents of the message by opening the message.
    • If you are a UW-Madison Office 365 user and using a Microsoft Outlook client, you will only be able to perform the actions defined by the message encryption permission set by the sender. If you are using a non-Microsoft Outlook client, you will be prompted to sign into your Office 365 account to view the message. View the following video for complete details on how to interact with an encrypted message.
    • If you not a UW-Madison Office 365 user, you will be prompted to sign into Office 365 either with your Google account or via a one-time password. View the following video for complete details on how to interact with an encrypted message.
    • When replying to an encrypted message via the Office Message encryption portal, it will use the same encryption setting as the original message.

How do I send an encrypted message using?

Note: At this time, Outlook for Android/iOS do not have the ability to send encrypted messages.

  •  Outlook on the web - browser

      1. Log into Outlook on the web.
      2. Go to Outlook.
      3. Open a new email message or reply to an existing message.
      4. Within the message window, click Protect link located at the top of the message window. The following data will appear in the message window:
        protect action item
      5. The default is set to "Do Not Forward". If you want to change this encryption, use the 'Change Permissions' link.
      6. After you have entered the rest of the message details, send the message - the recipient(s) will receive this message in the encrypted format you selected above.



  •  Outlook 2016 for Windows/Mac

      1. Start Outlook.
      2. Open a new email message or reply to an existing message.
      3. Go to Options menu.
      4. Click Permissions button and select the desired encryption you want to use.
      5. After you have entered the rest of the message details, send the message - the recipient(s) will receive this message in the encrypted format you selected above.


Resources




Keywords:microsoft office365 o365 message encryption ome encrypt do not forward only confidential view only secure security email send receive protect rights management   Doc ID:82185
Owner:Ara M.Group:Office 365
Created:2018-05-10 12:32 CSTUpdated:2018-08-28 12:05 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
Feedback:  1   0