Policies

Please review and be familiar with Information Technology policies, available at https://my.wilson.edu/pages/it-policies, especially the following:

Passwords & Multi-Factor Authentication

Password & Multi-Factor Authentication - Wilson College

Phish Notify

If you suspect an email of phishing, report it use the red Phish Notify button in Outlook or forwarding the email to phish@wilson.edu. For more information on phishing, visit Security Awareness on the MyWilson Portal.

Screenshot of Outlook More settings > PhishNotify "Submit Email" button.

Email Encryption

****Before emailing any non-public data, confirm that your recipient to authorized to receive the information. Failure to do so could result in a cyber security incident or data breach.****

Employees: Email Encryption is available through Microsoft Outlook (both the desktop and web clients). Encryption is required when sending information or attachments that contain restricted and bulk confidential information. See Data Classification and Usage for information on data types. It may also be used for any confidential and internal information. If you are in doubt of the data types contained in your message, just choose the option to Encrypt the message. If you have a routine need to transmit restricted or confidential information from a data system, please contact the Technology Helpdesk to discuss possibilities for a secure, automated feed.

Students: Email Encryption is available through the Microsoft Outlook web client. You should encrypt emails anytime you are sending restricted information such as your social security number, driver's license number, passport number, bank account numbers, credit card numbers, and personal health information. See Data Classification and Usage for the full list of data types and examples.

Instructions

Using Outlook, compose your message as you normally would. Then click on Options and the down arrow on the Encrypt button.

Outlook email client encrypt button

Select one of four options:
- Encrypt-Only or Encrypt: Encrypt the message and allow the recipient to forward it
- Do Not Forward: Encrypt the message but do not allow the recipient to forward, print, or copy it
- wilson.edu - Confidential: Use with internal recipients only. Recipients can modify the content but cannot copy or print it.
- wilson.edu - Confidential View Only: Use wiht internal recipients only. Recipients cannot modify, copy, or print the content.
- ***No matter which option is selected, recipients may save attachments to their computer with full control. For example, they may send it unencrypted in a newly composed email message. It is vital that you communicate information on the sensitivity of message and attachments to recipients.
In general for external recipients, you should choose Do Not Forward
Make sure that the window shows the message about the option you have chosen, such as: "Do Not Forward - Recipients can read this message but cannot forward, print, or copy content."
Click on Send to send your message

Recipient view

If your recipient is using a Microsoft 365 account in Outlook client or Outlook on the web (including live.com and hotmail.com), the message will open like any other message. They will see a banner at the top of the message that informs them of any restrictions on the message.

this message is encrypted message

If your recipient is not using Microsoft 365 account in Outlook client or Outlook on the web. they will receive a message with a Read the message link to click.

Email encryption Read the Message link

Recipients are required to authenticate before viewing the message contents or attachments. They may be provided an option to authenticate via their email provider and/or to receive a one-time passcode. The passcode is sent to the recipient's email address.

Email encryption authentication

After signing in, the recipient will be able to view the message body and attachments. They can view attachments in the browser window or download them.

Encrypted email with attachment