Saturday, January 10, 2015

Encrypted Email made easy with Office 365

No excuse not to send encrypted email for business, Office 365 has made this easy.
Play Video: Getting started with Office 365 Message Encryption

NOTE: ignore all error messages - just click the play button 

Email Encryption solved with Office 365
When a user sends an email message in Exchange Online that matches an encryption rule, the message is sent out with an HTML attachment. The recipient opens the HTML attachment in the email message, recognizes a familiar brand if that’s present, and follows the embedded instructions to view the encrypted message on the Office 365 Message Encryption portal. The recipient can choose to view the message by signing in with a Microsoft account or a work account associated with Office 365, or by using a one-time pass-code. Both options help ensure that only the intended recipient can view the encrypted message.
The following diagram summarizes the passage of an email message through the encryption and decryption process.
Diagram showing the path of an encrypted email

A message that is encrypted by Office 365 Message Encryption is delivered to a recipient’s inbox just like any other email message, but it contains an HTML file attachment. After opening the attachment, the recipient can sign in or use a one-time pass-code to view the message on the Office 365 Message Encryption portal. The email includes instructions for viewing the encrypted message, as in the following example (the attachment is highlighted):
An Office 365 Encryption message

Send an encrypted message

There are two primary ways to send encrypted messages. You can set up admin-defined encryption rules, as described in Define rules to encrypt or decrypt email messages, which automatically encrypt messages meeting certain criteria. For instance, you can create a rule that encrypts all messages sent outside your organization. (In this case, the sender doesn’t have to take extra steps to encrypt the message.)
Alternatively, you can create a rule that gives the sender the ability to encrypt messages at will. For example, a rule can initiate encryption for each message where the sender adds “encrypt” to the subject line.

View and reply to an encrypted message

An encrypted email message arrives in the recipient’s inbox with an HTML attachment. After opening the attachment, recipients see instructions for opening and viewing the message. Regardless of their type of email service, the experience is the same. The recipient can choose to sign in with a work account associated with Office 365 or with a Microsoft account.
View an encrypted message with a Microsoft Account
If the recipient does not have either of these accounts and doesn’t want to create a new Microsoft account, the recipient can use a one-time passcode to view the message instead. To learn more, see Use a one-time passcode to view an encrypted message.

To view an encrypted message using a Microsoft account
  1. Follow the instructions in the email message to save the attachment.
  2. Open the message.html file and select SIGN IN AND VIEW YOUR ENCRYPTED MESSAGE.
    Sign in to view your encrypted message
    If a message appears that asks if you want to submit information to an external page, choose OK. You may also need to allow pop ups, if your web browser blocks them.
  3. Sign in to the encryption portal with a Microsoft account, as instructed in the message. If you don’t have a Microsoft account, you can choose the option to create one associated with your email address. (You’ll have to fill out a form and complete a verification step.) The email address for the Microsoft account must match the address the encrypted message is sent to.
    In the case where you’re already signed in, you won’t have to sign in again. 
  4. After signing in, you can view the contents of the encrypted message.
    If you are inactive for more than 15 minutes, you are automatically signed out of the encryption portal.
To reply to an encrypted message
  1. Choose Reply or Reply All.
  2. On the page that appears, type a reply and choose Send. An encrypted copy of your reply message is sent to you.
    An administrator can set a rule to decrypt replies so recipients of those replies don’t have to sign in to the encryption portal to view them. To learn about setting this rule, go to Define rules to encrypt or decrypt email messages.

For more information about the keys that help ensure the safe delivery of encrypted messages to designated recipient inboxes, see Service information for Office 365 Message Encryption.

Free Course
Learn about this take a free course on 
Encryption in Office 365 at Microsoft Virtual Academy

No comments:

Post a Comment