Microsoft Office 365 Message Encryption

When sending messages to service addresses, we recommend using the old Securemail service
Read more about Securemail in Flamma.

These instructions describe encrypting e-mail with Office 365 Message Encryption. The instructions work on both Outlook and OWA, as well as on all common browsers and operating systems.

Note that not all communications have to be encrypted. Further information is available on Flamma (Email processing instructions)

Improvements to previous Securemail encryption

  • It is now easier to read encrypted messages on mobile devices: With Outlook for Android/iOS, reading an encrypted message is as simple as opening a regular message (Outlook will still inform you when opening a message that is encrypted)
  • In other e-mail applications, messages can be read by opening the attached HTML file and by logging in with your [O365 account], or by requesting a temporary security code to be sent via e-mail.
  • There is no longer a limit on how many times messages can be read and they no longer expire

Please note that the subject is not protected, so do not mention anything confidential in it.

Sending an encrypted message using Outlook Web App (OWA)

Log in Outlook Web App at  www.helsinki.fi/office365

Click New Message. Select Encrypt. If the Encrypt button is not visible, click the three dots at the end of the row.  

Once you have selected a level of encryption, you will see a closed lock icon in the message window and a brief description of the encryption. You can change encryption settings by selecting Change permissions and remove the encryption by selecting Remove encryption.

The encryption options are: 

  • Do Not Forward
  • Encrypt-Only (normal)
  • University of Helsinki - Confidential 
  • University of Helsinki - Confidential View Only

See more information about the levels of ecryption

You can now write and send your message regularly. 

Sending encrypted e-mail in Outlook 

The encryption will only work when using the newest available version of Outlook. If you are using an older Outlook client, please update to the newest version or send the encrypted message using the Outlook Web App (see instructions below). For the university's Windows computers, the update is coming centrally. More detailed schedule will be announced in August.

The screenshots have been taken using Outlook’s version 16.39 on Mac, but the instructions are also applicable to other versions. 

You can find the Encrypt button in the Options tab in an e-mail. 

Click the chevron next to the lock icon to open a menu that allows you to choose the required level of encryption. 
The encryption levels are:

  • Encrypt-Only (normal)
  • Do Not Forward
  • University of Helsinki - Confidential 
  • University of Helsinki - Confidential View Only

See more information about the levels of ecryption

Outlook requires you to log in when encrypting a message. The program will suggest your e-mail address as your login account, but note that it must be changed to username@ad.helsinki.fi (e.g. rkeskiva@ad.helsinki.fi). 
After the first time logging in successfully, you need to restart your Outlook. After this, the program is ready for use.

Once you have selected a level of encryption, you will see a yellow bar showing the selected level of encryption in the message window. You can change the encryption setting by clicking the chevron next to the lock icon again.

You can now write and send your message regularly. 

Receiving an encrypted message 

Outlook

If the message is sent between two Office 365 accounts (within the same or between two different organisations), the message can be read directly in Outlook. You can see that a message has been encrypted if it contains a lock icon and a description that it is encrypted above the message. More information about the encryption can be found by clicking View Permissions...

Outlook Web App (OWA)

If the message is sent between two Office 365 accounts (within the same or between two different organisations), the message can be read directly in OWA. You can see that a message has been encrypted if it contains a lock icon and a description that it is encrypted above the message. 

Encrypted message to an external recipient

If the recipient does not have an Office 365 or Microsoft account, they will be notified via e-mail about the encrypted message.

Note! The notice may be sorted into the junk mail folder.

Clicking Read the message opens the following page in your browser (the screenshot has been taken in Gmail and might not be accurate in all e-mail systems). 
Click Sign in with a One-time passcode

Make sure that the address is correct: The address will begin outlook.office365.com/encryption  

You will be loaded to the following page:

Return to your e-mail where you have received a message with a one-time passcode. If the message is not in your Inbox, check your junk mail. The message can be deleted after you have used the code. For security reasons, the code will only function for 15 minutes. 

Copy the code and return to your browser. Paste the copied code into the box (1) and click Continue (2).

The message will now open. You can reply to it by clicking Reply all.

Levels of encryption

Encrypt-Only (normal)

Recipients can read or forward this message or print or copy content from this message, but cannot remove protection. The conversation owner has full permission for their message and all replies.

Do Not Forward

Recipients can read the message, but cannot forward, print or copy content. The conversation owner has full permission for their message and all replies.

University of Helsinki - Confidential 

This content is proprietary information intended for internal users only. This content can be modified but cannot be copied and printed. 

  • Note! Only for sending messages between University of Helsinki e-mail accounts.

University of Helsinki - Confidential View Only

This content is proprietary information intended for internal users only. This content cannot be modified.

  • Note! Only for sending messages between University of Helsinki e-mail accounts.

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