How to encrypt your email:

The below steps explain how to encrypt an email that you are sending, you should encrypt any email that has personal or sensitive information in it. This will work for internal and external use, external recipients may have issues when replying as described below, please follow the steps below if you encounter the issue on replies.


  1. Composes a new email, in the subject include the word “Encrypt”, it can be anywhere in the subject such as “Encrypt Payroll Information” or “Payroll Information Encrypt” etc.


  2. Send the email to the person it is intended for, our mail server will automatically encrypt the email and handle it according to the receiving mail servers requirements.

 

A few pointers:

Below are a few items to keep in mind when encrypting your emails, this is to clear up any issues you might encounter.


  • If the email is internal or the recipient is using a Microsoft email service, the message will be decrypted in the recipient’s inbox, meaning they will be able to read the email without any additional steps. Below is an example of what an internal email looks like that has been encrypted, please notice the “lock” icon and the “encrypted” message on the top


    Screenshot:



  • If the email is external and not an O365/Outlook client, the email will come through like the below screenshot (Screenshot1). The recipient will need to click the link in the email, authenticate using their credentials or request a one-time passcode (Screenshot2), then they will be able to view the email


    Screenshot1:



    Screenshot2:




  • If the recipient is using a Microsoft email system and is external (non-Criswell email address), when they reply there is a good chance Microsoft will not decrypt the message properly (example message below). If you see something like the below message, you will need to ask the person replying to send a separate message outside of the encrypted message, or you can download the “AIP Viewer” app on your phone, then open the attachment on your Apple/Android to read the reply. We are working on resolving this issue, but Microsoft has recommended the phone app as a work-around. 

    Screenshot1: