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Overview

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

On This Page

Sending an Encrypted Email with Attachments in Outlook

Compose a New Email

  • Access your Outlook on sumail.syr.edu and compose a new email by clicking on the "New Mail" (Icon of envelope and wording stating New Mail with drop down arrow) icon. 
  • Continue to compose your email as you normally would with the recipient's email address, subject, and the included message.

Attach the Document

  • Click the "Attach File" button (Paperclip icon with drop down arrow) and select the document you wish to send from your computer 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 hyperlink

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 button) 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 button

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 a one-time passcode.

Encryption Indicators

Encrypted emails will be marked with an encryption icon, indicating that the content is secured.

Getting Help

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

Faculty and staff are highly encouraged to begin support by contacting their academic or administrative support personnel. 

Additional learning about encrypting messages can be found on Microsoft Learn: Learn about encrypted messages in Outlook.com

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