Confidential e-mail

Secure mail allows a safe sending of messages and confidential receipt of the response to any e-mail address. The University of Helsinki utilises the Deltagon Sec@GW software to protect the confidentiality of e-mails. Using the software does not require any software to be installed on the sender's or the recipient's workstation. All employees and students of the University of Helsinki have the opportunity to send encrypted messages.

All communications need not be encrypted.
Implement encryption individually when handling encrypted materials. More detailed classifications in Flamma.

If e-mail is sent from outside the University of Helsinki’s network, the use of a VPN connection is recommended.

Third parties may send encrypted messages to university staff and students using the browser at https://securemail.helsinki.fi.
NB! Please verify the sender's identity yourself. The system does not do this.

As a general rule, using secure mail is forbidden using:
1. Tablets and smartphones (read more about information security)
2. Home computers
3. Computers for general use (such as those in the libraries)

When sending encrypted e-mail to another e-mail address belonging to Deltagon’s Sec@GW trust network, the text [D-Network] is automatically added in the e-mail’s subject field.

 

Tabs

Quick help
  • You can send an encrypted message just like a normal one. The only difference is in the recipient's address: add .s at the end of the recipient's address.
  • When you have been sent a confidential e-mail, you will get a notification in your e-mail.
  • The message opens over a secure browser connection when you click the link in the notification e-mail.
  • If the message has been set at the Kirjattu kirje ("Registered letter") level, you need a PIN code to open the actual message.
    • NOTE: You can send the code ONLY TO A FINNISH TELEPHONE NUMBER!
    • The PIN code is automatically sent to your mobile phone as a text message when you have clicked the link in the notification e-mail.
    • When you receive the PIN code, enter it in the field and click CONTINUE.
  • The storage time of the message is limited due to information security reasons. Read the more detailed instructions here.

You can only open the message once using the e-mail link. If you want to reopen the message, do not use the cross button (top corner) to close the message. Instead, click LOGOUT. The message cannot be opened again if you close it incorrectly!

Only send e-mail with this method to personal addresses. Do not send encrypted mail to service addresses. They have several readers, and only one (the first) of them can open the message!

Detailed help

Sending a message

Secure mail allows a safe sending of messages and confidential receipt of the response to any e-mail address.

You can specify the security level used for sending the message:

  • At the Kirje ("Letter") level, communications are automatically secured using SSL encryption, and the message is locked with Deltagon MessageLock™ technology.
  • At the Kirjattu kirje ("Registered letter") level, the recipient is additionally verified by means of SMS authentication. In practice, when the recipient opens the message, the system asks for the PIN code which is sent to the recipient's mobile phone as a text message at the same time.
    Use this option if the message contents are particularly sensitive.
    NOTE: You can send the code ONLY TO A FINNISH TELEPHONE NUMBER!

Only send e-mail with this method to personal addresses. Do not send encrypted mail to service addresses. They have several readers, and only one (the first) of them can open the message!

Letter level

  • At the Kirje ("Letter") level, you can send an encrypted message just like a normal one. The only difference is in the recipient's address: add .s at the end of the recipient's address.

Registered letter level

  • At the Kirjattu kirje ("Registered letter") level, you can send an encrypted message just like a normal one. The only difference is in the recipient's address: add .phonenumber.s at the end of the recipient's address.
  • NOTE: You can send the code ONLY TO A FINNISH TELEPHONE NUMBER!

 

Check the address line and verify that the address and phone number are correct before sending the message!

 

Reading a message

  • Click the link in the message. The message opens in a new browser window.

Replying to a message

  • Open the message using the link in the receipt notification.
  • Click REPLY.
  • Type the message and click SEND.
  • You will get a confirmation that the message was sent successfully.

Adding an attachment to the message

  • Click Browse.
  • Choose an attachment (1) and click Open (2).
  • Click ATTACH.
  • The selected attachment is shown under Attachment. When you have added all the attachments, click SEND.

Confidential communications initiated by an outside party

Deltagon's secure mail can be used by parties other than University of Helsinki people as well. Outside parties can send e-mail from any address, but only to university addresses in the format firstname.lastname@helsinki.fi! This means that you can ask your cooperation partners outside the university to send secure mail to you according to these instructions.

Please note that the address is not verified by any means. If you receive secure mail from external sources, verify the identity of the sender by some other means.

  • Log in at https://securemail.helsinki.fi.
  • Type your own address to the From field. Helsinki.fi addresses cannot be used for this method of sending.
  • Click CONTINUE.
  • Type the recipient's name at the University of Helsinki in the To field (1).
  • To add several recipients, use the plus button, or remove recipients using the minus button (2).
  • When you have added all the recipients, click DONE (3).
  • Fill in the Subject and Message fields and send the message as usual.

Storage of messages on the server

Unopened messages are stored on the server for a period of maximum 60 days. The message is stored for 30 days after it has been read for the first time.

You can only open the message once using the e-mail link. If you want to reopen the message, do not use the cross button (top corner) to close the message. Instead, click LOGOUT. The message cannot be opened again if you close it incorrectly!

  • Click LOGOUT to close the message.
  • Select either Cookies or Password as the authentication method (1).
    • If you use cookies, the message can be opened using the same browser on the same workstation.
    • If you use password, the message can be opened in other browsers and workstations as well.
  • The message is closed. The software reminds you of the last storage date of the message.
  • Remember to clear the browser's cache. If you are using cookie authentication, do not remove the cookies, however; just clear the cache.

Saving messages

You can save messages on your own computer, for example. If you save messages, remember information security (more information in Flamma).

  • Select the save format in the drop-down menu and click SAVE. Jos käytät eväste-tunnistusta, älä poista kuitenkaan evästeitä (cookies) vaan pelkästään välimuisti (cache).

This is how secure e-mail works

  • The sender sends their e-mail as usual using a mail application, adding the ".s" identifier after the recipient's address (such as reci.pient@helsinki.fi.s).
  • The ".s" identifier indicates that the message should be encrypted, and it is sent to the Sec@GW server.
  • The encrypted message is saved and a notification e-mail is generated and sent to the recipient.
  • The recipient opens a secure connection (SSL) to the server using the link in the notification message. At the "registered letter" level, a PIN code for opening the message is sent to the recipient's mobile phone when the link is opened.
  • The recipient can send a secure reply, allowing the message to be read as normal e-mail.