Office 365 Email Encryption Steps

When you need to protect the privacy of an email message, encrypt it. Encrypting an email message in Outlook means it's converted from readable plain text into scrambled cipher text. Only the recipient who has the private key that matches the public key used to encrypt the message can decipher the message for reading.

Encryption helps protect regulated or sensitive data in transit and at rest in Microsoft 365. Use encryption when sending:

• _{PII (e.g., SSNs where permitted), financial or payroll data, HR records}

• _{Student information subject to FERPA}

• _{Research data, contracts, or any content marked Confidential}

Note: Encryption protects message contents and supported attachments. It does not hide email metadata (From/To/Subject/Date).

NCCU uses Microsoft 365 Message Encryption (OME). You’ll see Encrypt and Do Not Forward options in Outlook.

• _{Encrypt: Recipients can forward/print/reply, but contents stay encrypted.}

• _{Do Not Forward: Recipients can read and reply, but cannot forward, print, or copy.}

Some users may also see Sensitivity labels (e.g., “Confidential – NCCU”). Those labels can automatically apply encryption and usage restrictions.

Before you start:

• _{Sign in with your @nccu.edu account in Outlook.}

How to send an encrypted message:

A.  Outlook on the Web (OWA) – recommended

1. Go to outlook.office.com and sign in.
2. Select New Mail
3. Compose your message and add recipients.
4. Click the Encrypt icon (lock) in the message toolbar.
   • Choose Encrypt or Do Not Forward.
5. Click send

How to remove encryption:  Click the Encrypt icon again and choose Remove Encryption.

B.  Outlook for Windows (New Outlook and Classic)

1. Select New Email.
2. Add recipients, subject and body.
3. Choose Options tab, then Encrypt.
   • Select Encrypt-Only or Do Not Forward from the drop down (note: wording may vary slightly).
4. Click Send.

Quick check:  After applying encryption, you'll see an Information Rights Management/Protection banner above the message.

C.  Outlook for MAC

1. Select New Message.
2. On the ribbon, choose Options, then Encrypt.
3. Select Encrypt or Do Not Forward.
4. Click Send.

D.  Outlook Mobile (iOS/Android)

1. Open the Outlook App, then select Compose.
2. Click on the More menu (...) and then select Encrypt (or Sensitivity if labels are in use).
3. Choose Encrypt or Do Not Forward.
4. Select Send.

Note: If you don't see Encrypt on your mobile app, send the email from OWA or contact the Service Desk to confirm your mobile app and account policy support.