Sending Secure Encrypted Email
How to Send Secure Encrypted Email
The SOM policy for the Acceptable use of Email and Confidential Data states Email containing confidential information such as PHI, PII, or client credit card information must be encrypted when sent to an external recipient. An external recipient is any recipient who does not have an email address of any variation (e.g. @som) ending in "umaryland.edu" or "umm.edu".
To send an encrypted message off campus
Add the word "[secure]" at the beginning of the subject line of the email as shown below. Be sure to include the brackets but do not include the quote marks. There must be a space after the brackets. Putting the word [secure] anywhere else in the subject line will not encrypt the message.
When you have completed the email and added any necessary attachments, click the "Send" button.
Microsoft's guide to send, view, and reply to encrypted messages:
Microsoft's guide to the use of the one-time passcode to read encrypted messages:
Receiving Secure Email from SOM
Individuals sending secure email should consider sending a notification email or letter to potential recipients before sending them their first secure email.
Sample message for a new recipient:
Click and save/open/download the attachment for more instructions.
The attachment will open in a web browser:
A Microsoft Account:
A Microsoft account is the email address and password that you use to sign in to Microsoft services, such as Outlook.com, OneDrive, Windows Phone, or Xbox Live. You do not have to create a new account to view an encrypted email.
Option 1: Click Sign In
Taken to this page – sign in with the email address registered with Microsoft, or create an account at the bottom of the page.
After signing in, the unencrypted email message will open in a web browser window.
Option 2: Use a one-time password
Click on Use a one-time passcode.
The following webpage will open:
You will receive the following email containing the passcode: