Encrypted Emails
1
Updated 8/16/21
Sending and Receiving [secure] Encrypted Emails
UMB faculty, staff and students have the ability to send encrypted emails by simply adding [secure] to the subject in an
outgoing email. When sending any confidential information (PHI, PII, credit card information, etc), it is strongly
recommended to use this method to ensure that only the recipient can view the information.
Sending a [Secure] email
To encrypt a message, add [secure] to the beginning of the subject line. Be sure to include the brackets and add a space
after:
Note: Once sent, the message will not appear as encrypted in the Sent folder. To verify and track encryption, it’s
recommended to CC yourself.
Receiving a [secure] email – Internal Recipient
For recipients who are internal to UMB and are using the Outlook client, Outlook mobile client or the Outlook web
interface, the email will look similar to the following:
The email can be opened, read, and replied to as usual. Encryption cannot be removed by the recipient. The email will
continue to be encrypted when replying/ replying to all.
If the recipient is using a 3
rd
party mail client (such as Apple iOS built-in mail client), they will likely need to verify
themselves as external recipients will need to. See Pg 2, Receiving a [secure] Email – External Recipient.
Encrypted Emails
2
Updated 8/16/21
Receiving a [secure] Email – External Recipient
These steps are using Gmail but will be similar to other providers.
• Once the message is received, click Read the message.
Using Gmail as the example, at this point, there are 2 options – “Sign in with Google” or “Sign in with a One-time
passcode”. Providers such as Google, Yahoo, and Outlook.com are trusted by Microsoft and the recipient can select Sign
in with Google and will be able to view the message.
All providers will offer “Sign in with a One-time passcode” and some will offer only this option. To use this option:
• Click Sign in with a One-time passcode.
• A one-time passcode will be sent to the recipient’s email address, as noted below:
Encrypted Emails
3
Updated 8/16/21
The email will appear “from” Microsoft Office 365 Message Encryption and will include the one-time passcode, as shown
below:
• In the passcode window, enter the given passcode into the One-time passcode field and press Continue:
The email contents will now be visible in the browser window and can be viewed, replied to, and downloaded.
Encryption cannot be removed by the recipient. The email will continue to be encrypted when replying/ replying to all.
Requesting Sensitive Information From External Users
If a UMB employee needs to request sensitive information from an external user, by sending a [secure] email to the
recipient, their reply and any sensitive data will automatically be encrypted. This process works too in situations where
it is known that an external user doesn’t have access to an encryption tool. Any replies to a [secure] email that is
initiated by UMB will remain encrypted.
