Encryption is the process by which information is encoded so that only an authorized recipient can decode and consume the information.
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Email encryption should be used when sending information that is classified as Confidential or Restricted. Highly Restricted information should never be transmitted by email.
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For a description of the classifications and for more information see Guidelines for secure data exchange: Choosing information transmission methods based on the security classification. |
Comparison and use cases
| Certificates (S/MIME) | O365 Message Encryption (OME) |
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Recommended for Confidential and Restricted information (see section above) | When either your organization or the recipient's organization requires true peer-to-peer encryption. i.e. government agencies. | Sending sensitive information to people inside or outside your organization. |
Ease of setup | Moderate: Both you and your recipients must install certificates. | Easy: no setup required, just select the option to encrypt (Microsoft 365 email required). |
Ease of use - sending encrypted messages | Moderate: Sender and recipient must exchange keys in advance. | Easy: In Outlook - Select options > Encrypt > Send |
Ease of use - receiving encrypted messages | Moderate: Recipient must install certificate. | Easy/Moderate: if you have a Microsoft account and you're using Outlook the message should just open. If not, a passcode is required. |
Mobile use | Moderate: Certificates need to be installed on all devices. | Easy/Moderate: if you have a Microsoft 365 account and you're using the Outlook mobile app the message should just open. If not, a passcode is required. |
Sending secure replies | Easy: since recipient also installed certificate, they can send encrypted. | Easy: replies are automatically encrypted. |
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Need help?Contact the IST Service Desk online or 519-888-4567 ext. 44357. |
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