How to Encrypt Email in Outlook

This is the process for encrypting a new message in Office 365 Outlook on the Web (OWA), and the process the recipient will need to take to retrieve the message. Sending encrypted emails is not restricted only to Outlook accounts, though there are additional steps for other email providers to access the encrypted email.

  1. Log into your JMU Email and click the New Message button at the top left of the window
  2. In the new message window, compose your message and then click the Encrypt option at the top of the message
    1. Depending on your layout, the button may be under the Options menu when composing a message
  3. An indicator that the message is encrypted is a lock icon in Outlook on the Web or a red dot icon in the Outlook desktop client should be visible after enabling encryption
    1. Once the button has been clicked, a message indicating that the message is encrypted appears above the “To:” field
  4. If the recipient is also an Office 365 customer, viewing the message in OWA, they will be able to view the message with no additional action needed

If the recipient is an external email address (Gmail, Yahoo, etc) or is an Office 365 customer viewing the message in Outlook desktop client, the recipient will receive an email letting them know that a protected message is waiting for them:

  1. Click Read the Message, and a web browser will open
  2. If the recipient is an Office 365 customer, the protected message will be displayed
  3. If the recipient is not an Office 365 customer, the recipient will be taken to a page and given the option to sign in with their email provider, or a One-time passcode
  4. Selecting the option to Sign in with Google (or their email provider) will take them to a page to allow Google to have permission to open the email
    1. If the One-time passcode option is selected, the user is presented with a page to enter the One-time passcode they were sent in email
    2. The recipient should enter the passcode sent to their email into the box provided, and click Continue.
  5. The message protected will then be displayed

Once the recipient has read the message, it is advised to sign out of the Protected Message Portal:

  1. Click Sign Out option in the top right of the window where the message is displayed
  2. The recipient will then be given the option to Sign Out of the Protected Message Portal, or the portal and their email provider if applicable
Print Article