TABLE OF CONTENTS
- What is email encryption?
- When should I use encryption?
- Dunlap & Kyle Email Encryption Policy
- How to encrypt Email
- How to view encrypted email
What is email encryption?
Email encryption scrambles your message and protects it with a key. Only the intended recipient is authorized to open and has access to the key.
When should I use encryption?
You should use email encryption any time you email confidential information like credit card numbers, bank account numbers, social security numbers, or other sensitive information.
Dunlap & Kyle Email Encryption Policy
All Dunlap & Kyle email is scanned for sensitive data before being delivered. Currently, if sensitive data is found, the sender receives a message similar to the following:
“Due to the Dunlap & Kyle PCI compliance policy, it is recommended you don't send any confidential information containing bank account numbers, credit card numbers, or other confidential information to 3rd parties outside our organization. You should strip the confidential information before sending or encrypt the message before sending. This policy message serves as a warning, and your message should have been delivered. Please contact the Dunlap & Kyle IT Department if you have any questions. 662.712.1300 | techsupport@dktire.com”
This is a warning, and the message will go through. We are not yet enforcing mandatory encryption, but may do so in the future. We recommend you encrypt all sensitive email by following the instructions below.
How to encrypt Email
Method 1 – Include “ENCRYPT” or “CONFIDENTIAL” in the Subject Line
This is the easiest method but gives you few options. Simply put the word “ENCRYPT” or “CONFIDENTIAL” in the subject line with any other combination of text. These words are NOT case-sensitive. They can be at the beginning or end of the Subject. The message will be encrypted and the receiving party will not be allowed to forward, print, or reply to the message.
Method 2 – Use Outlook Encryption Feature
This is options requires a few more steps but gives you more options. To encrypt a message, simply start a new email or reply to an existing one.
From the Message window, click the Options tab. You may have to click the option “pop up in new window” to see this option. Then find the padlock icon labeled Encrypt, and click it. You will see a drop down with a list of encryption options. If you don’t see the options, and this is your first time using Email encryption, you may have to click the option labeled, “Connect to Rights Management servers and get templates”.
If you see a list of encryption options, you may select one of the following:
Encrypt-Only
This encrypts the message and allows it to be printed, replied to, or forwarded to other parties. Users inside and outside our organization (@dktire.com) can receive the message.
Do Not Forward
Encrypts the message but does not allow the other party to forward, print, or reply to the message. Users inside and outside our organization (@dktire.com) can receive the message.
Dunlap_Kyle Co Inc. – Confidential
Encrypts the message and allows only members with @dktire.com email addresses to view the contents, forward, print, or reply to the message.
Dunlap_Kyle Co Inc. – Confidential View Only
Encrypts the message and allows only members with @dktire.com email addresses to view the contents. Forwarding, printing, or replying is not allowed.
After selecting an option, you may compose and send your message as you would normally do. The message is encrypted and the users will have to unlock the message to view it by following the steps below.
How to view encrypted email
Protected messages allows the sender to set specific permissions on a message, such as Do Not Forward or Do Not Print. If you receive a protected email message sent to your Microsoft 365 account in Outlook 2016 or Outlook on the web, the message should open like any other message. You'll see a banner at the top of the message that informs you of any restrictions on the message.
If you're using a different email account or email program, you may receive a notification that you've received a protected message and need to take additional action.
How to access with Microsoft Account
Desktop/Browser:
- If you're using a Microsoft 365 email account in Outlook 2016, Microsoft365, or Outlook on the web, you shouldn't have to do anything special to read your message.
Mobile app:
- If you have a Microsoft 365 account and you're using the Outlook mobile app, the message should just open.
How to access with Gmail account
Desktop/Browser:
- Select Click here to read your message.
- Select Sign in with Google.
- You'll be redirected to the Gmail sign-in page. Once you sign in, select Allow.
- Your protected message will display in a new browser tab. You won't be able to view the protected message in the Gmail window.
Mobile app:
- Tap Click here to read your message.
- Tap Sign in with... and sign in to your email account.
- If you get a request for permissions, tap Yes or Allow to view the message.a
Accessing message with a one-time passcode
Some email clients and services can't automatically open protected messages. If you have an email account with Yahoo or other Internet Service Provider, you'll need to obtain a single-use code to read the message.
Desktop/Browser:
- Select Read the message.
- You'll be redirected to a page where you can sign in and receive a single-use code.
- Check your email for the single-use code. Enter the code in the browser window, then select Continue to read your message.
Mobile app:
- Tap Click here to read your message > Sign in with a single-use code.
- You'll be redirected to a page where you can sign in and receive a single-use code.
- Check your email for the single-use code and copy it.
- Enter the code in your browser, then select Continue to read your message.