Email Encryption
Temple University Outlook 365 provides built-in email encryption to help protect sensitive information, including messages that contain HIPAA Protected Health Information (PHI), Personally Identifiable Information (PII), or other confidential data. This feature ensures that only the intended recipient can read the message, regardless of whether they are inside or outside the university. Using encryption is especially important for research-related communications where privacy and compliance with data protection regulations are essential.
When composing an email that includes sensitive content, you should apply encryption before sending. Outlook makes this process straightforward. Simply select the "Encrypt" option from the message toolbar, or choose "Encrypt – Only" or "Do Not Forward" from the Permissions dropdown under the Options tab. These settings ensure your message and attachments are secured during transit and cannot be forwarded, copied, or printed by unauthorized individuals. Always review the content of your email and enable encryption whenever required by policy or data type. If you are sending a message containing HIPAA Protected Health Information (PHI), Personally Identifiable Information (PII) or other confidential/sensitive information , make sure to encrypt it as shown below.
For further information and resources, check out Outlook 365 - Getting Started found on TU Help.
Sending an Encrypted Message
Web
Begin typing your message. On the Options tab, click the lock icon and choose one of the following:
► Encrypt
Least Restrictive: The recipient can view your message and perform all functionality.
► Encrypt-No Forward
More Restrictive: The recipient can view your message or include your message in a reply or reply all. The recipient cannot forward, copy or print your message.
See the image below for how to access these options.
Desktop
Begin typing your message. On the Message tab, click Sensitivity , Encryption and one of the following:
Mobile
Begin typing your message. Then at the bottom of the screen, tap the three dots:
Receiving an Encrypted Message
Within Temple (Desktop & Web)
If you receive an encrypted email from another Outlook 365 user at Temple, it will open normally but will contain one of the following messages at the top, indicating the actions you can perform:
Encryption\Encrypt-Only
You can view the email message and perform any function.
Encryption\Encrypt-No Forward
You can view the email message or include it in a reply or reply all. You cannot forward, copy or print the message.
Encryption\Encrypt-View Only
You can view the email message only.
Within Temple (Mobile)
The mail message will then appear with a blue lock icon at the top right indicating it is encrypted ( 
). If you tap this icon, you can see what action(s) you can perform.
Outside of Temple
If you send a message to someone outside of Temple, the recipient will first be prompted to read the message.