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Encrypt an Email in Microsoft Outlook
To send an encrypted email from Outlook, type “encrypt” anywhere in the subject line. Just like that, you're ready to send encrypted emails to both internal and external recipients. Below are some examples of how you can use "encrypt" in the subject line.
- “Encrypt – Subject of email…”
- “Encrypt: Subject of email…”
External recipients will have a couple extra steps to be able to read encrypted emails. Our documentation for one-time passcodes will walk you through these steps.
Confidential Data*
Emails containing confidential data should always be encrypted.
- SSN
- Driver’s License
- Passport Information
- Race, ethnicity, and/or nationality, gender
- Financial Accounts (checking, savings, brokerage, CD, credit and/or debit cards, etc.) (Ferris corporate card numbers)
- Date of Birth
- Salary/Payroll information (W-2, W-4, Bulldog Card, union dues) (garnishments, child support, separation agreements, etc.) (Worker’s Compensation, disability claims)
- Personnel Records, performance reviews, benefit information
- OSHA reportable findings
- Passwords/PIN numbers
- Academic status
- Student Campus-Wide ID (101xxxxx)
- Date of birth (May be different for athletic eligibility use)
- Mass mailing of email address
- Race, ethnicity, and/or nationality, genders
- Grades
- GPA
- Student Identification/ID Card Photographs (exception made for University sports photos)
- Residency status
- Student’s class schedule
- SSN
- Test scores
- Universal Indicator Code (UIC)
- Student background checks
- Student misconduct files/Student Judicial Services files
- Student and parent financial information
- NCAA documentation
- SEVIS/immigration information
- Passwords/PIN numbers
- Name
- Geography (Zip Code, city)
- Dates (birth, admitted)
- Phone
- Fax
- Email information
- SSN
- Medical ID
- Health plan ID
- Account numbers
- Certificate numbers
- License plate/VIN
- Device IDs or serial numbers
- URLs
- IP address
- Biometrics
- Facial photographs
- Any other unique ID (diagnosis code, etc.)
- Library transactions (e.g., circulation, etc.)
- Public Safety’s case information
- Vendor information with SSN or Confidential information
- Audit logs
- IT system event data
- Data incident/breach information
- IT infrastructure information (firewall/network)
- General Counsel’s case information
- IT system configuration information
- All other credit card information (PCI data)
Restricted Data*
Please consider encrypting emails containing restricted data. When in doubt, encrypt the email!
- Employee Campus-Wide ID (101xxxxx)
- Directory/contact information designated by the owner as “Private”
- Ferris owned cell phone numbers, except with departmental approval
- Programming code
- Financial transactions which do not include confidential data
- Contracts that don’t contain PII
- University’s credit report
- Records on spending, borrowing, net worth
- Annual budget information
- Budget account numbers
- Conflict of Interest disclosures
- University’s investment information, except with departmental approval
- University building blueprints
- Unpublished research or research detail/results that are not confidential data
- Private funding information
- Aggregate human subject information
- Course evaluations
- Telephone/fax numbers, email, employment information
- Family information (e.g., spouses, partner, guardian, children, grandchildren, etc.) (follow-up with Mary Kay about this)
- Medical Information
- Data for a pending/potential legal case(s)
- Client/Defendant information
- Attorney Client Privilege
*This is not meant to be an all-inclusive list.