Service Desk

Encrypt email with Microsoft Exchange

You can send encrypted email via UAConnect365, which will use Microsoft encryption. Recipients who have Microsoft Office 365 email accounts (including UA faculty and staff) will be able to log into Office 365 to read the message. Recipients who do not have Office 365 email accounts will be able to get a passcode to retrieve the message. 

See the University of Arizona’s data classification and handling standards for information on what kinds of information must be emailed encrypted and what information should not be emailed at all.

Sending an Encrypted Email

Encrypt an email by typing [encrypt] or [secure] in brackets anywhere in the subject line of the email. These commands are case sensitive.

Examples: will encrypt:

Subject: Game day plans [encrypt]
Subject: [secure] Game day plans 
Subject: Game day [encrypt] plans

Examples: will NOT encrypt:

Subject: [Encrypt] Game day plans 
Subject: Game day plans [SECURE]
Subject: encrypt: Game day plans
Subject: [secure:] Game day plans

When the UAConnect365 email system receives the command, it will automatically encrypt the message. 

Receiving an Encrypted Email

When someone in UAConnect365 (or someone using any Microsoft Office 365 email service) sends you an encrypted email, you will not see the message in the email. Instead, you will receive a message like the following.

Save the html attachment to your computer, and open it with a web browser. You will see a window like the following:


Viewing with Microsoft Office 365

Any recipient with a Microsoft Office 365 account can choose the Sign in option.

It can take a while for this to load.

UAConnect365 users should log into Office 365 as usual.

Choose the Work or school account option, if you are given a choice and the sender sent to your UAConnect365 account.

Once you are logged in you will see the contents of the encrypted message.

Viewing with Non-Microsoft Email

When someone with a non-Microsoft email service (such as Gmail or Yahoo!) receives an encrypted email from a Microsoft Office 365 email service, they may also receive a warning message about the attachment.

If they are expecting an encrypted email from the sender, they can ignore the warning message and save the message.html attachment to their computer and open it in a browser, as above.

They will need to click the Use a one-time passcode option.

It can take a while for this to load.

They will get a window that says an email with a passcode has been sent to the same email address the encrypted message was sent to.

They should check their email Inbox for the passcode, copy and paste it into the One-time passcode box in the browser window, and click Continue.

They will now see the contents of the encrypted message.

Article last updated: 
Feb 23 2018