Encrypting an Email
This guide shows users how to encrypt an email in Outlook desktop apps and Outlook on the web.
Encrypting an email message in Outlook protects the privacy of the email message by allowing only the intended recipient(s) to access and view the message.
Not sure which version of Outlook you have? Learn more about the different Outlook versions.
1. In the Outlook app, click New Mail.
2. Click Options on the new email window.
3. Click the caret on the Encrypt lock icon.
If you have multiple accounts linked to Outlook, you will see the encryption options for them here.
4. Optional: Select the email account you are sending the email from (if your Outlook is linked to multiple accounts).
5. Select the appropriate encryption option.
You can only select one encryption option from the list.
- Encrypt-Only: The message is encrypted. The recipient(s) can't remove the encryption. OR
- Do Not Forward: The recipient(s) can read the message, but cannot forward, print, or copy content. The conversation owner has full permission to their message and all replies. OR
- Cal State Fullerton - Confidential: This content is proprietary information intended for internal users only. This content can be modified, but cannot be copied and printed. OR
- Cal State Fullerton - Confidential View Only: This content is proprietary information intended for internal users only. This content cannot be modified.
If you are sending the email to external user(s) outside of CSUF, do not select a Cal State Fullerton encryption option.
The non-CSUF recipient(s) will not be able to view the message if the Cal State Fullerton encryption option is selected.
6. Compose and send your email as normal.
1. In the Outlook(new) app, click New Mail.
2. On the new email window, select Options.
3. Click the Encrypt lock icon.
4. Select your encryption option: Encrypt or Do Not Forward.
4.1. Select Encrypt
Encrypt: The message is encrypted. Recipient(s) can't remove the encryption.
OR
4.2. Select Do Not Forward
Do Not Forward : The email recipient(s) cannot forward, print or copy the email.
5. Compose and send your email as normal.
1. Log into the Outlook Web App
Refer to the step-by-step instructions in the How to access Outlook on the Web for Office 365 Guide.
2. Click New Mail
3. On the new email window, select Options
4. Click the Encrypt lock icon.
5. Select your encryption option: Encrypt or Do Not Forward.
5.1. Select Encrypt.
Encrypt: The message is encrypted. Recipient(s) can't remove the encryption.
OR
5.2. Select Do Not Forward
Do Not Forward: The email recipient(s) cannot forward, print or copy the email.
6. Compose and send your email as normal.
You currently can only encrypt emails in the Legacy Outlook for Mac.
1. In the Outlook app, click New Email.
2. On the new email window, click Options.
3. Click the caret on the Encrypt lock icon.
4. Select the appropriate encryption option.
You can only select one encryption option from the list.
- Encrypt-Only: The recipient(s) can read this message, forward, print or copy content from this message, but cannot remove protection. The conversation owner has full permission to their message and all replies.
- Do Not Forward: The recipient(s) can read the message, but cannot forward, print, or copy content. The conversation owner has full permission to their message and all replies. OR
- Cal State Fullerton - Confidential: This content is proprietary information intended for internal users only. This content can be modified, but cannot be copied and printed. OR
- Cal State Fullerton - Confidential View Only: This content is proprietary information intended for internal users only. This content cannot be modified.
If you are sending the email to external user(s) outside of CSUF, do not select a Cal State Fullerton encryption option.
The non-CSUF recipient(s) will not be able to view the message if the Cal State Fullerton encryption option is selected.
5. Compose and send your email as normal.
Need More Help?
Contact the IT Help Desk at [email protected] or 657-278-7777 for additional assistance.