Any university email that contains the following protected or sensitive information must be encrypted:
- Protected health information (i.e., patient record information)
- Personally identifiable information (i.e., Social Security Number)
- Credit card information
- Any information protected by governmental or institutional regulations
USING MICROSOFT TO ENCRYPT EMAILS
You can send encrypted emails using Microsoft by adding the word "Encrypt" in the subject of your emails to securely send messages from Microsoft 365.
When viewed within the Outlook application, the encrypted message will display a banner to indicate that the message is encrypted.
The receiver may be prompted to authenticate to read the encrypted message. If so, they will see a login screen similar to the ones below and will be able to authenticate with their own credentials to view the message.
WHEN TO USE UT VAULT TO ENCRYPT EMAILS
The UT Vault is a secure file transfer service that allows users to easily send large files quickly and securely. It’s an alternative to Microsoft’s ‘encrypt’ feature. If you are needing to use a different email address outside of your @utm.edu account, have a large file to send, or need to receive encrypted information, use the UT Vault to send or receive an encrypted message.
Click here for information on how to use Vault.