Information Computing and Technology Services

Email Encryption

Email encryption is a security measure to encode, or scramble, a message so that only recipients with the key (code) can unscramble and read the message. All faculty and staff now have email encryption enabled for their ECU email account.

Faculty and staff are required to encrypt email messages containing
sensitive information when addressed to recipients outside the ECU network

Examples include:
  1. Patient billing information sent to Vidant Medical Center
  2. Research data containing SSNs emailed to a research partner at another institution
  3. Student records emailed to another university
  4. See the sensitive information website for more
  5. Messages sent from ECU user to ECU user do not require encryption
Senders flag the sensitivity of a message as confidential before sending to outside recipient.

Recipients receive the message as an attachment that is opened using their Cisco password. First-time users are prompted to create a Cisco account to create a password. This password should be different than the ECU passphrase, if recipient is an ECU staff. Replies and forwards of the same conversation must be re-encrypted.

Messages can be retracted through Cisco, if sent to the wrong address, for example.

See the Quick Steps below or this printable PDF guide which can also includes decryption instructions for recipients.

Outlook 2011

  1. Open a new email message.
  2. Type the words, [sendsecure] anywhere in the subject line of the email. Be sure to include the brackets. This method also works with Outlook 2007, 2010, 2013 and Piratemail.

    All replies and forwards must also have the [sendsecure] tag set.

Outlook 2007

  1. Open a new email message.
  2. From the email's menu bar, click the bottom right arrow in the Options section. The Message Options dialog box opens.
    Message Options Box Outlook 2007
  3. From the Sensitivity drop-down menu, choose Confidential.

Need to find your version of Microsoft Office?

Click Start - from the All Programs list, scroll to the Microsoft Office folder. Mac users find their version from the Outlook menu (beside the Apple icon).

Outlook 2010 and 2013

  1. Open a new email message.
  2. From the email's menu bar, click the bottom right arrow in the Tags section. The Properties dialog box opens.
    Outlook 2010/2013 Tags Menu
  3. From the Sensitivity drop-down menu, choose Confidential.

Piratemail

  1. Open a new email.
  2. From within the email, click the Options... button on the toolbar. The Message Options dialog box opens.
    encrypt Piratemail message
  3. From the Sensitivity drop-down menu, choose Confidential.

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