It is possible to encrypt and restrict emails, thus meaning attachments do not need to be password protected.


Outlook 2019/365
You can tell if you have received an encrypted email by the No Entry logo in the subject:


Those using the desktop app on Windows or MacOS will first need to authenticate their app.
You only need to do this once (either for sending or receiving encrypted emails) and it will save.


To Send an Email:

Create a new email
Click on Options


Click on Permission. Select your option. (What each option means is listed below)

Unrestricted Access: Encryption is not applied
Encrypt-Only: Encrypts the email. It can be forwarded and downloaded. If it is forwarded, it still remains encrypted.
Do Not Forward: Encrypts the email and prevents anyone from forwarding the email
Confidential: only those with HVH email addresses can view, edit and reply to the email but cannot copy or print it.
Confidential View Only: only those with HVH email addresses can view the email. The email cannot be forwarded or downloaded or edited in any way.

If an encrypted email is forwarded, it remains encrypted

You can remove the encryption by selecting 'Unrestricted Access'.



Troubleshooting - if you encounter issues sending or viewing encrypted emails, start here:
Close All Microsoft Office apps
Open Word
At the first page, click on Switch Account at the top-right.

Select Sign Out

Select Sign Out Again

If you get a message, click Yes.
Close Word and Open it again
Click Sign in to get the most out of Office*
Sign in the same way you normally do, with email address and password.Close Word.
Open Outlook.

*If when you reopen Word, it still shows you're logged in, Sign Out (twice) and then Sign back in without closing Word first

When opening an email for the first time, should you receive the following message:
...and cannot view the email when double-clicking on it.Go through the instructions above again. If you still cannot view or send email, send a message to support@hvh.staffs.sch.uk





Non-Office Recipients 



If the person the other end is running Office365, like us, the email will automatically be decrypted and can be viewed at the other end.

If the person does not have Office365 (so they use Hotmail or Gmail for example), they will receive an email from Microsoft asking them to click a link and obtain a 30 minute access code to be able to view your email. Once they get the code (which is sent by email), then click the link and enter it to view the email.
After 30 minutes the code expires but they can get another one. There's no limit to how many can be sent.
Although the email is encrypted, if permissions allow someone to download an attachment, there is nothing stopping them from later sending it via email without encryptio