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Office of Information Technology (OIT)

UT Arlington
OIT: Office of Information Technology

helpdesk@uta.edu ·  Work Order · 817-272-2208 · System Status

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FAQ

  1. Why and when do I need to use the e-mail encryption system to send an e-mail?
  2. How do I send an encrypted e-mail?
  3. Can recipients reply to my messages using the e-mail encryption system?
  4. In what cases can e-mail encryption be applied?
  5. In what cases are using the e-mail encryption system not required?
  6. How can I make sure my messages are being encrypted? Can I test the system?
  7. What will happen if I attempt to encrypt an e-mail to someone with a UTA e-mail address?
  8. How do I open an encrypted e-mail?
  9. Can I send an encrypted e-mail message while I travel?
  10. Automatic spell-check does not work when I send an encrypted e-mail. What's wrong?
  11. I sent an e-mail but did not select to send it encrypted; however, the recipient received it as an encrypted e-mail message. How did this happen?
    
  12. What is the BCC option in the e-mail encryption system?
  13. May the e-mail encryption system be used to send and set expiration dates for encrypted messages?

Question: Why and when do I need to use the e-mail encryption system to send an e-mail?

Use of UTA's e-mail encryption system is intended to address the need for communicating protected health information (PHI) in a safe and secure manner and in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). However, it can also be used to secure other sensitive information including, but not limited to, personal identity information (PII), financial or student information. You are required to use secure mail whenever you send a message that contains sensitive information such as PHI or PII to a recipient on the Internet. Check with your supervisor when in doubt.

Sensitive data such as SSN or credit card will be encrypted automatically and will require the recipient to log into a secure site to receive the message. You may want to send the receipt a sample secure email notification.

Question: How do I send an encrypted e-mail?

It just takes one simple step to send an encrypted email, the sender types the word secure in the subject of the email being sent to an off-campus e-mail address.

  • Sender may use the word encrypt, Encrypt or ENCRYPT in the subject line of the e-mail. The word encrypt is not case-sensitive. 

NOTE: The subject line of the email is not encrypted; therefore, you should NOT include sensitive information in subject line of the email, such as SSN.

When you're done typing the email, click the Send button as you would normally.

Because the recipient will have to register the first time he/she uses it, you may want to send a note first warning that an encrypted message is coming. A sample of an encrypted email notification is available.

Question: Can recipients reply to my messages using the e-mail encryption system?

Yes, recipients of your encrypted messages can reply securely. Their reply to your email will be automatically encrypted by the secure email system and will appear in your mailbox as an encrypted email. The process is seamless and the only indication that the message was originally encrypted will be the word encrypt in the subject line.

Question: In what cases can e-mail encryption be applied?

Emails sent from @uta.edu addresses to non-@uta.edu addresses and contain sensitive information. Please visit Information Security - www.uta.edu/security

Question: In what cases are using the e-mail encryption system not required?

  • E-mails that do not contain sensitive data such as SSN or CCN
  • E-mails sent from @uta.edu to @uta.edu : Message transmission between Exchange mailboxes do not leave Exchange system and it is secured from the Internet. Cisco e-mail encryption appliance does not encrypt message within the Exchange system regardless of the flag is being used.
  • E-mails sent from @uta.edu to @mavs.uta.edu : Message transmission from UTA to MAVS is secured via TLS channel and will pass through the encryption device.
  • E-mails sent from Health Center: Any e-mail sent from the UT Arlington Health Center network will be automatically encrypted already.

Question: How can I make sure my messages are being encrypted? Can I test the system?

We encourage you to familiarize yourself with the system by sending encrypted e-mails to your home e-mail address or other off-campus contacts that you would like to communicate with securely. It will be very easy to tell if the message was encrypted because recipients will have an attachment, and will be required to register their email address and use a password to access the message.
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Question: What will happen if I attempt to encrypt an e-mail to someone with a UTA e-mail address?

Emails sent within the UTA exchange e-mail system are secure. Therefore, e-mail sent with encrypt in the subject line to someone with an "@uta.edu" or  "@exchange.uta.edu" address will not be encrypted and will appear just like any other e-mail. Only e-mail sent to a recipient on the Internet will be encrypted if it meets the e-mail encryption criteria.

Question: How do I open an encrypted e-mail?

Recipients of encrypted e-mail Click Here

Question: Can I send an encrypted e-mail message while I travel?

Yes, you can send an encrypted e-mail messages using Outlook Web Access (OWA) located at https://owa.uta.edu

Again, an e-mail will not be encrypted unless you place encrypt at the beginning of the subject line or it meets a sensitive data policy when sent.

Question: Automatic spell-check does not work when I send an encrypted e-mail. What's wrong?

The e-mail encryption function overrides the natural send process and the automatic spell-check does not kick in prior to sending your message. To run a spell-check, click the spell-check button before sending your message.

Question: I sent an e-mail but did not select to send it encrypted; however, the recipient received it as an encrypted e-mail message. How did this happen?

Similar to methods of virus and spam detection, the Cisco e-mail encryption system looks for key words in the subject line, body, and attachments of your e-mail message. These key words are assigned points and when an e-mail reaches the system threshold, it is flagged and sent securely.

Question: What is the BCC option in the e-mail encryption system?

BCC is a verification for the sender without the customer knowing that the message sent was encrypted. This is the design of the e-mail encryption system. You must add your name into the "To" field to be able to open and read the encrypted message.

Question: May the e-mail encryption system be used to send and set expiration dates for encrypted messages?

Yes, any registered user of the e-mail encryption system may login to send encrypted emails to UT Arlington users as well as set/update/remove expiration dates of encrypted messages.