Any university email that contains the following protected or sensitive information must be encrypted:

• Protected health information (i.e., patient record information)
• Personally identifiable information (i.e., Social Security Number)
• Credit card information
• Any information protected by governmental or institutional regulations

Using Microsoft to encrypt emails

You can send encrypted emails using Microsoft by adding the word encrypt in the subject of your emails to securely send messages from Microsoft 365.

Some of the benefits and functionality: 

• Incorporates a native inline experience for Microsoft 365 recipients.
• Allows you to see a banner at the top of all secure messages indicating that it is encrypted. 
• Allows you to securely send automated messages from systems and applications like Argos and Banner.
• Provides access for external recipients through Microsoft’s portal. Please note: For the recipient to reply securely to the message, the recipient must reply from the message on the web. Replying from the original message will send an unencrypted reply.

When to use UT Vault to encrypt emails

The UT Vault is a secure file transfer service that allows users to easily send large files quickly and securely. It’s an alternative to Microsoft’s ‘encrypt’ feature.

Use UT Vault…

• when corresponding with UT faculty, staff, and students who use UT’s Gmail as their preferred mailbox, the Microsoft “encrypt” feature doesn’t work with UT’s Gmail.
• when someone outside of UT needs to send you sensitive information and documents. ‘Encrypt’ works when you initiate the email, but if they initiate the message, then they should use UT Vault.
• when sending large attachments.

HELPFUL RESOURCES AND INFORMATION

• Encrypt emails sent through Microsoft Outlook
• Send and view emails with UT Vault