Sending Sensitive information with Encryption in Outlook

Email Encryption with Outlook

This article covers sending sensitive information via e-mail.  The first step in keeping Heifer's information safe is understanding what data you are sending.  Below are examples of sensitive information that should ALWAYS be encrypted when sending via e-mail.  

• Credentials to Heifer account or any type of system account. 
• Donor Information
• Staff Information PII
• Personal Identifiable Information (PII)
  • Name: full name, maiden name, mother’s maiden name, or alias
  • Personal identification numbers: social security number (SSN), passport number, driver’s license number, taxpayer identification number, patient identification number, financial account number, or credit card number
  • Personal address information: street address, or email address
  • Personal telephone numbers
  • Personal characteristics: photographic images (particularly of face or other identifying characteristics), fingerprints, or handwriting. 

How to send an encrypted email with Outlook (Windows Users)

• In an email message, choose Options, select Encrypt and pick the encryption that has the restrictions you want to enforce, such as Encrypt-Only or Do Not Forward.

  • Encryption-Only - this option encrypts the entire message but leaves it open to being forwarded to another party.  
  • Do Not Forward- this option encrypts the entire message and restricts the ability to the recipient to forward the message. 
  • Heifer International-Confidential- this option is used for internal use only and keeps the receipt from copying content, printing the e-mail, or exporting any part of the message.  Allows Forwarding. 
  • Heifer International-View Only- this option is used for internal use only and keeps the receipt from copying content, printing the e-mail, or exporting any part of the message.  Disables Forwarding.  

How to send an encrypted email with Outlook for Mac

• In an e-mail message, you must enable the encryption option before it becomes visible in your toolbar.  See screenshots below. 

• Now Drag the Encryption option to the tool bar.  

• You will now have the encryption options in the toolbar to choose from.  

Article ID: 568
Created: Fri, Nov 11, 2022
Last Updated: Mon, Dec 12, 2022
Author: Marc Daniels

Online URL: https://itskb.heifer.org/article.php?id=568