Email Encryption

The UM email encryption service is a selective message-based encryption solution that is available to all users with an @olemiss.edu email address. It encrypts the entire message and all attachments and then sends them securely to another email account.

Instructions

To encrypt an email, simply include the phrase *encrypt* anywhere in the subject line and send the message as normal. Note: This trigger phrase is not case-sensitive; otherwise, it must be entered exactly as shown, with both asterisks and no spaces between.

Encryption Process

The following steps are provided to illustrate the entire encryption process. They demonstrate how an email is created and decrypted by the recipient. In this example, a UM user is sending an email to an external address, but it is possible to send an encrypted email to internal addresses as well. Select the steps and example images below to reveal more information.

1. The UM user creates a new email and places the *encrypt* trigger phrase in the subject line. Any type of file can be attached and it will be encrypted along with the message when it is sent.

A picture showing the encrypt trigger in the email's subject line

2. The recipient receives an email notification about the encrypted message that includes a special HTML attachment. The attachment contains the entire encrypted contents of the original message.

Recipient's email containing an HTML attachment of the original email.

3. The recipient opens the HTML attachment. This loads a portal and provides two methods of identity verification. UM recipients can "sign in" using a UM WebID, while external (non-UM) recipients "use a one-time passcode".

The open HTML attachment which shows the two methods for viewing attachment.

4. Recipients who select "Use a one-time passcode" will receive a second email to the same address as before that contains the passcode.

*Note: Users who have chosen the "Sign in" option do not receive this email.

Clicking on the Use a one-time passcode option sends this multi-digit prompt that will be used to sign in.

5.The recipient returns to the browser where they opened the HTML attachment and enters the provided one-time passcode into the portal. This action will verify their identity and decrypt the message for viewing.

Returning to the browser where the HTML attachment was opened, the one-time passcode will be entered here to verify their identity and decrypt the message for viewing..

6. The original message is decrypted and its contents are shown to the recipient. The original email can be read and the attachment can be accessed at this point.

*Note: The decrypted attachment can be saved elsewhere.

The decrypted email contents are shown to the recipient.

7. Optionally, the recipient has the option to send an encrypted reply via the portal. Any additional documents that are attached will also be encrypted.

*Note: The sender will automatically receive a copy of their encrypted reply.

The recipient has the option to send an encrypted reply back via the portal.