Email Encryption

What Is Encryption?

Encryption is a process used to hide confidential data by strategically scrambling the data so that only the intended recipients are able to read the content. When encryption is applied to an email, it ensures that no one besides the person(s) you are sending the email to can read the contents of the email. Encryption allows for personally identifiable information (PII), sensitive data, and any other information that you do not want any unauthorized people to read to stay secret. 

How To Encrypt Emails

If you are sending an email to a non-UVU email such as Gmail or Hotmail you can encrypt the message automatically by adding "uvuencrypt" to the subject. Such as "Information Needed uvuencrypt". Or you may encrypt the message by using the methods below.

Encrypting Emails

Outlook Desktop Application

  1. Click New Email.
    Create a new email by selecting new email.
  2. Click Options.
    Select the options menu in the top bar.
  3. Click Encrypt.
    Select the encrypt button in the menu.
  4. Verify the message is encrypted.
    Verify the message is encrpyted.

 https://outlook.office.com

  1. Click New Message.
    Select New message.
  2. Click Encrypt.
    Select Encrpyt.
  3. Verify the message is encrypted.
    Verify the message is encrypted.

Additional Options

  • Do Not Forward
    • Prevents the recipient(s) from forwarding the email to anyone else.
  • Utah Valley University Confidential
    • Prevents the email from being read from non-UVU email addresses.
  • Utah Valley Confidential View Only
    • Prevents the email from being read from non-UVU email addresses as well as being forwarded or replied to. 

How To Read Encrypted Emails

If you are receiving an email to your UVU account the email is decrypted automatically and able to be read. If you are receiving an encrypted email from a UVU account to a non-UVU email such as Gmail or Hotmail follow the steps below to view the message.

  1. When you click on the encrypted message, it will say who sent you the message and have a button to read the message. Click Read the message.
    Recieved encrpyted message.
  2. It will open a new webpage and ask you to either "Sign in with Google" or "Sign in with a One-time passcode." If you are using a Gmail account, you may press Sign in with Google. Proceed with the sign in and you can read the encrypted message. Otherwise press Sign in with a One-time passcode.
    Options
  3. It will open a window to put in the passcode. You will receive a second email from "Microsoft Office 365" providing the passcode inside the email. Copy the passcode.

    prompt
    passcode
  4. Paste the passcode inside the passcode field in the other window and press Continue. You can now read the encrypted message
    continue