How to Encrypt Emails Containing Sensitive Content

Encrypting emails is crucial for protecting sensitive information in transit. ITS at SUNY Cobleskill offers several options for email encryption with Microsoft Outlook Office 365 (Desktop version, Webmail/Webapp, and Mobile App). Here's a step-by-step guide to encrypting your emails across these platforms:

For Outlook Desktop Version:

1. Compose a New Email:

   • Open Outlook and click on "New Email" to compose your message.

2. Access the Options Menu:

   • In the new email window, navigate to the "Options" tab.

3. Select Encrypt:

   • Click on the "Encrypt/Permissions(Outlook 2019)" button. You'll see options such as "Encrypt" or "Do Not Forward" or "SUNY Cobleskill - Confidential" or "SUNY Cobleskill - Confidential View Only". Choose the one that best suits your needs.
   • Encrypt prevents the email content from being accessed by unauthorized users.
   • Do Not Forward prevents the recipient from forwarding, copying, or printing the email.
   • SUNY Cobleskill - Confidential prevents the email content from copying or printing.
   • SUNY Cobleskill - Confidential View Only prevents the email content from replying, forwarding, copying or printing the email.OR (If using Outlook 2019 Desktop)
   • 
   • To select the right encryption method for your use, please read Knowledge base article on "Data Loss Prevention - What Encryption Feature to Use?" https://cobleskill.teamdynamix.com/TDClient/277/Portal/KB/ArticleDet?ID=10749

4. Compose Your Email:

   • Write your email as usual, attach any files if needed.

5. Send the Email:

   • Once you're done composing your email and attaching files, click "Send". Your email will be encrypted as per your selection.

For Outlook Webmail/Webapp:

1. Log In and Compose:

   • Log into your Outlook account via your preferred web browser and click on "New Message" to start composing an email.

2. Access the Options Menu:

   • In the new email window, navigate to the "Options" tab.

3. Select Encrypt: 

   • Click on the "Encrypt" button. You'll see options such as "Encrypt" or "Do Not Forward" or "SUNY Cobleskill - Confidential" or "SUNY Cobleskill - Confidential View Only". Choose the one that best suits your needs.
   • Encrypt prevents the email content from being accessed by unauthorized users.
   • Do Not Forward prevents the recipient from forwarding, copying, or printing the email.
   • SUNY Cobleskill - Confidential prevents the email content from copying or printing.
   • SUNY Cobleskill - Confidential View Only prevents the email content from replying, forwarding, copying or printing the email.
   • To select the right encryption method for your use, please read Knowledge base article on "Data Loss Prevention - What Encryption Feature to Use?" https://cobleskill.teamdynamix.com/TDClient/277/Portal/KB/ArticleDet?ID=10749

4. Finish and Send:

   • After composing your email and attaching any necessary files, click "Send" to encrypt and dispatch your email.

For Outlook Mobile (iOS and Android):

1. Open the Outlook App:

   • Launch the Outlook app on your mobile device.

2. Compose a New Email:

   • Tap the pencil icon or "Compose" button to start a new email.

3. Encrypting using Subject Line:

   • For Android and iOS: Type [coby-encrypt] at the beginning of the subject.

4. Complete Your Email:

   • Finish composing your email and attach any necessary files.

5. Send the Email:

   • Tap "Send" to encrypt and send your email.