Email Encryption

Use email encryption when sending sensitive or confidential information. Some examples of sensitive information could be financial details, personal identification information, legal documents, or intellectual property.

Encrypted emails should be used when sending sensitive information outside of the College when the message contains Personally Identifiable Information, Personal Health Information, or other sensitive details that anyone except the intended recipient should not see. Please see the Information Governance and Security Policy (PDF) for details on sensitive information.

While encrypting every single email may seem like an ideal approach to maximum security, there are practical considerations and extra steps that may be avoided for the recipients when receiving your emails.

1. In your Outlook message, click Option at the top of the window.
   
2. A pop-up menu will appear with the email addresses you are associated with. Choose one of the options.
   • Encrypt - Encrypts email messages to ensure confidentiality during transit. It does not restrict forwarding, copying, or printing the message. Encryption primarily focuses on protecting the content from unauthorized access.
   • Do Not Forward - Prevents the recipient from forwarding the email message to others. Recipients can still copy the content, print the message, and perform other actions. The purpose is to control the distribution of the message beyond the intended recipient.
   • Mohawk College of Applied Arts and Technology – Confidential - Encrypts the email during transit and prevents recipients from forwarding it to others. They can still copy the content, print the message, and perform other actions.
   • Mohawk College of Applied Arts and Technology – Confidential View Only - Highest level of control. The recipient can only view the message inside Microsoft 365. The email is encrypted during transit; recipients cannot forward, copy, or print it. This setting requires the recipient to use the appropriate Microsoft app to view the message.
3. A message will appear at the top of your email confirming the level of encryption you selected.
   
4. Finish writing your email and click Send.

Encryption options are available online when you use Microsoft 365.

1. Open your message in a new window to make the encryption options visible.
   
2. Click Options at the top of the message. Click the Lock icon for encryption options.
   
3. Choose Encrypt or Do Not Forward.
   
4. Finish writing your email and click Send.

Encrypted emails from Mohawk College addresses are automatically decrypted for you to read.

The email will have a Lock icon and a message at the top of the window.

Recipients outside of Mohawk must take extra steps to open encrypted emails. They will look different in different email apps.

1. A symbol will show the email is encrypted.
   
2. The encrypted email will be an attachment to the message.
   
3. Click Read the message.
   
4. Click Sign in with a One-time Passcode.
   
5. You will receive a one-time passcode in your email. The code will expire in 15 minutes.
   
6. Enter the one-time passcode and click Continue.
   
7. The encrypted email will open.