Microsoft Office 365 Encrypted Email



Microsoft Office 365 Encrypted EmailWhich emails and documents should I encrypt? As described above, all electronic communication, which contains protected health information of our clients, including: personal identifiers, such as the name, date of birth, address; information containing, past, present or future physical, mental health or other disability-related information; social security information; assessments, evaluations and education records. What about sending protected health information to other VR counselors? Any electronic communication to an individual that is within the State of Maine email system does not have to have the email communication encrypted. If the email address is behind the firewall, that is, sending an email to someone with an email address that ends with @, encryption is not required.Microsoft Office 365 Encrypted Email All BRS staff members are required to use the Microsoft Office 365 Encrypted Email, on their state-issued mobile phone, tablet, laptop or desktop. If you do not have the Microsoft Office 365, please contact the OIT Help Desk at 624-7700 and request installation.ProcedureDetailed Help GuideNote: While the Microsoft solution is intended to support sending encrypted messages based on their content, it is the responsibility of you, the user, to decide whether it is proper to send a message to an outside party, and whether that message should be encrypted or not. When in doubt, you should always encrypt sensitive messages using the confidential flag. Use of Digital Loss Prevention is governed by the license type purchased for the end user. For users with Outlook 2016, a user can force encryption using a keyword (SOMSecure) in the Subject line or message body, or setting the confidential flag on the individual message. This keyword is not case sensitive. To set the Confidential flag: while composing the message, click on “File,” “Properties” and choose “Confidential” under the Sensitivity selector. For both methods, the message will be encrypted for a recipient outside of the State of Maine. New Encryption Process: Microsoft’s Digital Loss Prevention (DLP)Here are the steps to keep confidential documents secure and encrypted. This is done through a process called the Microsoft's Digital Loss Prevention. Please follow the instructions to the default confidentiality settings for your email in outlook. 1.) Once you have a new email opened go to the file tab in the upper left-hand corner and click it.2.) On the left-hand column, choose "options." This will open a window called "Outlook Options."3.) Once the "Outlook Options" window has opened, make sure that the Mail selection has been highlighted.4.) Next scroll down until you find the "Send Messages" section. 5.) In that section set the "Default Sensitivity Level" on the drop-down menu to Confidential.6.) Then click OK at the bottom of the window. This will save your changes.If these steps are followed properly all emails sent should remain secure through the encryption process.Opening an Encrypted MessageHere are basic instructions for opening a Microsoft Office 365 Encrypted Email: The MS Office 365 encrypted email will include an attachment, ‘message.html’, that needs to be downloaded and then opened by the recipient. Once you click on the attachment a second Outlook Window will open. Click on the attachment in that second window.Once you click on the attachment a warning window will pop up asking if you would like to open it. Click on the Open button.????Once the attachment opens, the recipient will have two options to view the email: o?? Option 1: Sign in with a Microsoft Account (Windows Live, Hotmail, , etc.) – If the recipient does not already have a Microsoft Account, they can set one up in a few easy steps. Important Note: The recipient’s email address will become the username for their Microsoft account and the password will be specific to their Microsoft account. This will not change the recipient’s existing email password and will need only a one-time setup. 5.) Option 2: Use a single-use passcode – Upon selecting this option, the recipient will receive an additional email with the passcode that will need to be used for login. You will have to go back to your inbox to find the email that has been sent with the passcode. (Meanwhile remember to keep open the email that you are trying to de-encrypt.) 6.) As seen in the screenshot with the number 6 red arrow, once you open the email and retrieve the passcode you can copy and paste it into the fillable section, (marked with the number 5 red arrow in the screenshot below.) 7.) Then click the Continue button at the bottom of the page (see the red arrow 7 below.) Remember that you only have 15 minutes to complete this process before you have to request a new code to open encrypted email.Once the recipient has logged in, they will be able to view the email, open any attachments, and reply if needed. ................
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