Email Encryption
Goal
IWU Encrypted Email provides message encryption between the sender and recipient, and can be received by any email user, independent of email client or operating system, without installing any software. This will encrypt the entire email including attachments.
Please note:
If you have questions regarding the type of messages or data that should be encrypted, refer to Data Storage and Transmission Policy for assistance.
How to Create an Encrypted Email Message
The following steps illustrate the procedure for creating an encrypted email message originating from within the IWU email system.
In Outlook (on the web or installed locally)
Outlook has a built-in system to send encrypted messages. Senders must click the "Encrypt" button found at the end of the Message toolbar, then choose "Encrypt" from the drop down that appears.
| Compact Toolbar | Full Toolbar |
|
|
|
A banner will appear above the message to indicate that it will be encrypted when it's sent.
In Outlook Classic
Outlook Classic has its encryption options in the File menu. Go to File → Info → Encrypt this item → Encrypt.
A banner will appear between the toolbar and the Send button to indicate that it will be encrypted when it's sent.
Alternative Encryption Method
The sender must include a specific trigger in the subject field of the email for encryption to occur. The subject trigger is: iwu secure. After including the iwu secure trigger, you can follow it with a normal subject line, as seen in the figure below.
Emails in this style
How To Open an Encrypted Email
In Outlook with an IWU Account
If the recipient is using any version of Outlook (Classic, Web, or New) and is signed into their IWU Account, Encrypted emails are automatically decrypted and are ready to read. Encrypted emails are marked with a banner that reads "This message is encrypted."
Alternative Decryption Method
Recipients that are not on IWU's network, or are not using Outlook, can still read encrypted emails fallowing these instructions.
The recipient will receive an email that notifies them that they have a protected message waiting for them. They will need to open the message in a browser and sign in using a one-time code to read the message.
To read the message, the recipient must follow these steps:
- Click "Read the message". This should open a web browser to this page:
- Click "Sign in with One-time passcode". This will redirect the user to the sign-in page below, and send another email to the recipient
- Find the "Your one-time passcode to view the message" email, and copy the code
- Copy the code from the new message into the sign in window, and click continue
After completing this sign in process, recipients will be able to read the encrypted message in their web browser.
Other notes
If you have questions regarding the type of data that should be encrypted, refer to Data Usage Parameters for assistance.
*** IWU Secured emails cannot be forwarded to another employee. The only employee with access to the encrypted email is the original recipient/recipients.***