Send, view, and reply to encrypted messages in Outlook for PC

Outlook for Office 365, or Outlook 2016

 

A message that is encrypted by Office 365 Message Encryption is delivered to a recipient’s inbox just like any other email message. If the recipient has Outlook 2013 or 2016 and an Office 365 email account, they will see an alert about the items’ restricted permissions in the Reading pane. After opening the message, the recipient can view the message just like any other.

 

If the recipient is using another email client or email account (such as Gmail or Yahoo), they will see a link that lets them sign in either to read the email message or request a one-time passcode to view the message in a web browser.

 

Note: Microsoft recently released the encrypt-only policy in Outlook for PC for Office 365. That means messages that have the new encrypt-only policy applied can be read directly in Outlook on the web, in Outlook for iOS and Android, and now Outlook for PC versions for Office 365. Other customers will see a message with a link. That link will take Office 365 users to Outlook on the web to read the message. Users with other email accounts will be prompted to obtain a one-time passcode and read the message in a browser window.

 

 

Send an encrypted message using Outlook for PC/MAC

 

There are two primary ways to send encrypted messages.

 

1. SLCC has defined a rule that encrypts messages to recipients outside the organization that contains a subject line which includes the word "Encrypt" or "Encrypted".
   
   
2. If you want to encrypt a message without the special subject line, you can apply a variety of different encryption rules before you send the message. To send an encrypted message from Outlook 2013 or 2016, or Outlook 2016 for Mac, open a new message and select "File", then select the protection option you need. You can also send an encrypted message by selecting the Protect button in Outlook on the web.
3. The first time you select this option you will be prompted to download templates.  You must complete that process to be able to send an encrypted message

 

Outlook Office 365

 

    

 

    

 

Outlook 2016

 

    

 

View and reply to an encrypted message for Office 365 recipients using Outlook for PC

 

Because we are in an Office 365 environment, you can read messages encrypted with the do-not-forward policy or custom protection templates in Outlook 2013 and Outlook 2016 for PC, Outlook 2016 for Mac, Outlook on the web, Outlook for iOS, and Outlook for Android. Outlook on the web,and in Outlook for iOS and Android, and Outlook for PC in the Monthly Targeted Channel. Office 365 users on older Office 365 builds may still be taken to Outlook on the web to read the message. Users with other email accounts will be prompted to obtain a one-time passcode and read the message in a browser window.

 

To reply to an encrypted message

 

1. Choose Reply or Reply All.
   
   
2. On the page that appears, type a reply and choose Send. An encrypted copy of your reply message is sent to you.

 

View and reply to an encrypted message without Office 365 using Outlook for PC

 

If you are not using Outlook with Office 365, your encrypted message will contain a link in the message body.

 

1. Select Read the message.
   
   
2. Select how you'd like to sign in to read the message. If your email provider is Google, Yahoo, or Microsoft, you can select Sign in with Google, Yahoo, or Microsoft respectively. Otherwise, select sign in with a one-time passcode.
   
   
3. Once you receive the passcode in an email message, make a note of the passcode, then return to the web page where you requested the passcode and enter the passcode, and select CONTINUE.

 

Tip: Each passcode expires after 15 minutes. If that happens, or if you can’t open the message for any reason, start over by opening the attachment again and following the steps.

 

When the recipient receives the email, it will contain this message.  They can either sign in with their own account credentials or they can select to use a one-time passcode.

 

 

If they select a one-time passcode, it will be emailed to the same email address.  They have 15 minutes to enter in the code.  If they take longer, then a second passcode will need to be requested through the original email.

 

 

The email containing the one-time passccde will look like this (the recipient may need to check their junk mail folder for the one-time passcode email):

 

 

For additional details, please visit the Original Microsoft Article on this topic.