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Overview

To safeguard sensitive information, Syracuse University recommends utilizing Outlook's built-in encryption feature and Microsoft Sensitivity Labels. This guide provides step-by-step instructions on how to send encrypted emails and attachments while applying sensitivity labels, ensuring your sensitive documents communications are protected from unauthorized access. 

On This Page

Table of Contents
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exclude^(Compose a New Email|Attach Documents|Encrypt the Email|Send the Email)$

Send an Encrypted

Attachment

Email in Outlook

Compose a New Email

  • Access your Navigate to Outlook on via sumail.syr.edu and compose a new email by clicking on selecting the "New Mail" (Icon of envelope and wording stating New Mail with drop down arrow) icon. 

  • Continue Proceed to compose draft your email as you normally would with , specifying the recipient's email address, subject, and the included messagebody.

Attach

the DocumentClick

Documents

  • The encryption safeguards both the email's content and its attachments.
  • Use the "Attach File" button option (Paperclip icon with drop down arrow) and select the document you wish to send to include documents from your computer device or OneDrive .Once selected, the document will appear as attached to your email instead of just a hyperlink to the document. This means the recipient can directly access and download the file from the email itself.
    Screencap of icon showing as attachment instead of hyperlinkImage Removed

Encrypt the Email

  • With the document attached, click on the "Options" tab at the top of the message window.
  • Find the "encrypt" button (Outlined icon of a lock, indicating it is the encryption buttonImage Removed) and click on it. This will open a dropdown menu with encryption options.
    • Select "Encrypt" or "Do Not Forward" depending on the level or restriction you wish to apply.
  • Encrypt: Allows the recipient to read and forward the email but protects it from being accessed by unauthorized users.
    • Do Not Forward: Prevents the email and its attachments from being forwarded, copied, or printed.
    Screen capture of available option in drop down associated with encryption buttonImage Removed

    Send the Email

  • After selecting the appropriate level of restrictions, you are free to finish composing your email.
    • Click "Send" to securely transmit your encrypted email message and attachment to the recipient.

    Additional Guidance

    Recipient Access

    Recipients of encrypted emails will receive instructions on how to open the encrypted message. This may involve signing in with their Syracuse University email account or receiving
    • while applying Microsoft Sensitivity Labels.

    Encrypt the Email

    • The encryption feature is accessible in Outlook for both web (at sumail.syr.edu) and desktop clients, identifiable by a shield icon in the message composition window.

    • Select "Encrypt" from the dropdown menu after clicking the shield icon.

      Screen capture of dropdown menu showing Encrypt label as we as Read Only labelImage Added

    • A notification will appear above the send button, indicating that encryption and sensitivity labels have been applied.

      Image Added

    Send the Email

    • Upon setting the desired encryption level and sensitivity label, complete your email, and know that when you hit send, the message will be dispatched securely.

    Additional Guidance

    Encryption Behavior

    Applying a sensitivity label ensures the persistence of this designation across devices, applications, and cloud services, ensuring consistent protection.

    Recipient Access

    Encrypted message recipients receive guidance on accessing the content, potentially requiring Syracuse University email authentication or a one-time passcode.

    Encryption Indicators

    Encrypted emails will be marked with an encryption icon, indicating that the content is securedAn encryption symbol will accompany encrypted emails, signifying the protection of its contents.

    Document Linking with Sensitivity Labels

    Integrate Microsoft Sensitivity Labels when linking documents from OneDrive to ensure consistent protection across platforms. Apply sensitivity labels to documents before attaching them to emails.

    Getting Help

    For support of the information above, contact the assistance, the ITS Help Desk  by calling is available at 315-443-2677, by emailing via email at help@syr.edu, or by stopping into in person at 1-227 CST.

    Faculty and staffare highly encouraged to begin support by contacting their  should first reach out to their designated academic or administrative support support personnel. 

    Additional learning about encrypting messages can be found on Microsoft Learn: Learn about encrypted messages in Outlook.comFurther insights into Outlook message encryption and sensitivity labels are available on Microsoft Learn.