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Email encryption methods

The University has several different methods for encrypting email and attachments. Each of them has its own separate instructions on the Helpdesk website. This guide explains the differences between the methods and gives tips on choosing the right one.

The national data classification model will be introduced in stages at the University of Helsinki

The data classification model common to all Finnish higher education institutions will be introduced in stages at the University of Helsinki. The data classification model outlines the classification of data and files processed in the activities of the universities, as well as the rules and restrictions on their use. During 2026, the model will be gradually introduced to the Microsoft 365 environment for all staff.

We will update the IT Helpdesk guidelines to reflect the data classification model during 2026.

Table of contents

Microsoft Office 365 message encryption

 

All Microsoft 365 email users can use this email encryption method.

Read more about Microsoft Office 365 message encryption protection.

Securemail

Securemail service

It is possible to encrypt individual emails using the DeltagonSec@GW software. This is the easiest and fastest way for those who only occasionally need encrypted email.
Read more about the DeltagonSec@GW software. 

Pros

  • Available automatically to all members of the University community.
  • No installation or learning new programs required.
  • Even outsiders can send secure mail to the members of the University community.

Cons

  • Email is encrypted and decrypted on Deltagon servers.
  • Only works with Outlook and Thunderbird.
  • Limited storage period.

S/MIME

This option is for people handling more confidential information. 

This option should be used, for example, on the recommendation of the superior or Helpdesk. Instructions have been removed from view, but are available on request from Helpdesk.

Pros

  • The message thread is encrypted from start to finish.
  • More flexible way for those handling more confidential information.
  • Messages remain readable in the email client.

Cons

  • Arduous to set up.
  • Requires familiarising.
  • Additional work to manage keys.

Encryption of attachments with Zip attachment

Confidential attachments can be encrypted with 7-zip software.
Read more about file attachment encryption

Pros

  • Installed on university computers.
  • Relatively easy to use.
  • Data is encrypted and decrypted on the workstation. Data is always transmitted in encrypted form online.

Cons

  • Password has to be delivered to recipient securely.
  • Requires separate software.

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The instructions site of the University of Helsinki's IT Helpdesk helps you with IT-related issues related to your work. Let us know how we can improve our instructions. We greatly appreciate your feedback!

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Related instructions

Encryption of confidential attachments
Sending secure email (recommended method)
Sending secure email to service addresses
Information security software
Microsoft 365: Adding a shared mailbox to Outlook
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