Audience: Staff and Faculty with a Franklin University issued Office365 email account.
Disclaimer: The results and functionality of the following article only apply to the audience listed above
For best practices, please see the following video (staff or faculty log-in required to view): Click Here
All email traffic is inherently at risk for interception by malicious third parties. Through our Microsoft Office 365 email subscription, we have the ability to send encrypted email messages. Any email message containing sensitive (personally identifying or financial) information should be sent with encryption as an extra layer of security, especially email sent to an external user or organization.
Sending an Encrypted Email
To trigger the encryption process on an email that you are sending, one of the following patterns must be present in either the subject line or the body of the email:
An additional email security policy has now been activated for all faculty and staff (it was already enabled for certain areas of the organization) in alignment with Microsoft’s Data Loss Prevention policies (DLP). This policy will automatically place the encryption protocol on an email that you are about to send which may contain any of the following pieces of information:
- Credit Card Number
- U.S. Bank Account Number
- ABA Routing Number
- U.S. Individual Taxpayer Identification Number (ITIN)
- U.S. Social Security Number (SSN)
- U.S. / U.K. Passport Number
Receiving an Opening Encrypted Email from Staff and Faculty
Warning: Please be advised to use all necessary precaution when opening encrypted emails. If it doesn't come from within the University, a banner atop the email will indicate that the email if from an outside source. Only open emails from sources where you know the sender and recognize the full email address they are using.
To open an encrypted email from a fellow staff or faculty member of Franklin University, double-click the email to open it from Outlook. Notice the red icon (below) listed above the arrival time indicating the presence of an encrypted email.
You can reply to the email or forward the email directly from the web portal while you are viewing the message. Any replies or forwards will also be encrypted, and will include the conversation history.
How Non-Office 365 Email Account Recipients Open Your Encrypted Email
When someone with a non-Office 365 account receives and email from you and clicks the option in the email to Read the Message, they may be asked to enter their Google credentials to view the message, which will NOT grant access. Instead the recipient should access the encrypted message by using the one-time passcode option. The recipient will then be sent a separate email with the one-time passcode to view the encrypted email contents.