Overview
A feature, available in Spartan Mail on the web (spartanmail.msu.edu) and the Outlook 365 application, allows you to send encrypted email. Encryption protects a message from being read by anyone who is not the intended recipient.
As described by MSU IT in the article referenced below, protecting university data is the responsibility of all team members. Emailing protected, restricted or limited-access data should be avoided if at all possible. However, when it is necessary to share this information with other MSU team members, encryption should be used. Note: The encryption feature does not make it permissible to send confidential data like social security numbers, or credit and debit card numbers. These types of data should never be emailed.
However, this type of encryption does comply with FERPA (Family Educational Rights and Privacy Act) and HIPAA (Health Insurance Portability and Accountability Act) privacy requirements.
Sending Encrypted Email
To use the feature, compose a new email and include the phrase #encrypt or #confidential anywhere in the Subject line of your message. Because the phrase is in the Subject, please ensure it remains in any replies to or forwards of the message. When a recipient opens your email, it will state, “You’ve received an encrypted message from the sender. To view your message, save and open the attachment and follow the instructions.” The recipient will be prompted to sign in to their Office 365 account or use a one-time pin number.
For more information and step-by-step instructions with screenshots, visit MSU IT Knowledge Base article 415202.
Important note: This feature does not work for MSU students, due to legal restrictions. They can receive encrypted email, but cannot send it.