Email Encryption

EMAIL ENCRYPTION

Email encryption is a security measure used to protect the contents of emails from unauthorized access. If your
passwords are compromised, someone else could gain access to your email accounts, impersonate you, and read all your
emails. This poses a significant risk, especially when sensitive or confidential information is involved.

To address this concern, CRY‐ROP utlizes Microsoft 365 Encryption. This technology enables us to encrypt emails that
contain sensitive or confidential data. By encrypting these emails, we add an extra layer of protection

WHEN TO USE IT
Email encryption should be used any time you are sending PII (Personally Identifiable Information), confidential or sensitive information.

Examples of PII are Student Names, Birthdates, Student ID Numbers, Addresses, Phone Numbers, etc.

If you are not sure if something needs to be encrypted or not, it is best to encrypt it anyways.
HOW TO USE IT

Steps to Encrypt a New Email:

1. Using your @cry-rop.org account, compose an email as normal.

2. Anywhere in the subject line type one of the following words:

  • encrypt
  • encryption
  • encrypted

3. Enter your message and content into the Email Body

4. Then send the email as usual.

  • Do Not Enter Any Confidential Information in the subject line as it will not be encrypted.
  • All contents in the email body and any attachments will be encrypted

Notes: You can send encrypted emails to groups such as: HumanResources, CRSs, etc.

HOW WILL THE RECIPIENTS SEE THE EMAILS?

If you are sending an email to a staff member at CRY-ROP, the message will open automatically when using Outlook application (desktop, mobile, or web).

Notes: If you use a different application other than Outlook (not recommended), follow the 4 steps below.

If you are sending an email to external recipients, they will do the following:

  • If external recipients are using a Microsoft 365 email account and using the Outlook application, they shouldn’t have to do anything special to read your message
  • If external recipients are not using Microsoft 365 email accounts, they will follow 4 steps:
  1. Click or tap the read message link button
  2. Click or tap “Sign in with One-Time passcode” button
  3. It will take the recipients to a webpage like this, asking for a one-time password sent to the recipient’s email address
  4. Recipients will receive the one-time passcode on their email