Email Encryption FAQ’s
What is email encryption?
Email encryption protects sensitive information by securing the contents of an email so only authorized recipients can view it.
Why are we implementing email encryption?
To better protect sensitive, confidential, and regulated information sent through email and to improve overall data security.
How do I encrypt an email?
To encrypt an email, type the word:
(encrypt)
in the body of your email message before sending it.
The system will automatically detect the keyword and apply encryption to the email.
Does capitalization matter?
No. The system will recognize variations such as:
- (encrypt)
- (ENCRYPT)
- (Encrypt)
Where should I place “(encrypt)” in the email?
You can place it anywhere in the body of the email.
Do I include the parentheses?
Yes. Please include the parentheses exactly as shown:
(encrypt)
What happens after I send the email?
Once the email is sent, the system will automatically apply encryption before delivery to the recipient.
Can I encrypt emails sent outside the organization?
Yes. Encryption can be used for both internal and external recipients when sensitive information is being shared.
What types of information should be encrypted?
You should encrypt emails containing:
- Personally identifiable information (PII)
- Employee ID or student ID (when tied to a person)
- Social Security Number (SSN)
- Drivers License Number
- Banking Information
- Medical Records
- Payroll Information
- Financial information
- Student or employee records
- Sensitive business information
- Confidential documents
- Any data that should not be publicly disclosed
Will attachments also be encrypted?
Yes. Attachments sent with an encrypted email are also protected.
What if I forget to type “(encrypt)”?
If the keyword is not included, the email may be sent without encryption unless another security rule applies.
Will recipients need to do anything special to open encrypted emails?
External recipients may be prompted to verify their identity or sign in using a one-time passcode or supported email account to view the message securely.
Can I remove “(encrypt)” after the email is encrypted?
No. Once the email has been sent and processed, the encryption setting cannot be changed.
Who should I contact if I have issues with encrypted email?
Please contact the IT Help Desk or Information Security team for assistance.