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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 do we use an e-mail encryption system?
  2. What should I do if I receive an encrypted e-mail from the University of Texas - Arlington (UT Arlington)?
  3. What should I use as my password?
  4. What if I put in the wrong password, forget my password, or my account is locked out in the e-mail encryption system?
  5. How do I register to receive encrypted e-mail from UT Arlington?
  6. I am a UT Arlington faculty/staff. How do I register for the e-mail encryption system?
  7. I am a UT Arlington faculty/staff and not able to view the content of the encrypted e-mail using Outlook Web Access. What do I need to do?
  8. How can a non-university person send encrypted information to someone at UT Arlington?
  9. Can I change the subject line of the e-mail when I reply?
  10. Can I change the recipient or add a recipient to the e-mail when I reply?
  11. How long will encrypted e-mail messages remain on the system for me to access?
  12. Can I print a copy of the encrypted e-mail that I have received?
  13. Should I retain the original e-mail encryption notifications?
  14. What if I received more than one e-mail encryption, how can I save all of the attachments
  15. I can't see the e-mail encryption that was sent to me. What do I need to do?
  16. What happens if I send my social security number (SSN) to a UT Arlington address? Will I be warned?
  17. What is the BCC option when replying to an encrypted e-mail message?
  18. May the e-mail encryption system be used to send, set expiration of encrypted e-mails?

Question: Why do we use an e-mail encryption system?

Regular e-mail sent over the Internet can easily be intercepted or read by other individuals. The e-mail encryption system is intended to address the need for communicating sensitive information in a safe and secure manner and in compliance with the UTS-165. The University of Texas in Arlington e-mail encryption system meets these requirements by using encryption to protect email from being intercepted or read as it is transmitted across the Internet.

Question: What should I do if I receive an encrypted e-mail from the University of Texas - Arlington (UT Arlington)?

When someone at UT Arlington sends you an encrypted e-mail, you will receive an e-mail indicating that you have received a secure, encrypted message with "You have received a secure message from The University of Texas at Arlington" in the body of the notification e-mail.

Question: What should I use as my password?

Your password is your first line of defense! You should always use a strong password which is one that uses a combination of lower case and uppercase letters, with a combination of numbers and symbols at least eight to ten characters in length. Never use a common word that is found in the dictionary of any language.
 
An example of a poor password would be a common word like your pets name (Fluffy) even combining it with numbers such as (Fluffy1945) is not secure! An example of a strong password would be (F!4fe19for+y5). A pass phrase is even stronger, for example (I like th4 song y3!!0w*Tz). However, some systems may limit how many characters can be used for a pass phrase. Never use a blank or null password!
 
Note: Do not use the above examples as passwords, create your own.

Question: What if I put in the wrong password, forget my password, or my account is locked out in the e-mail encryption system?

If you attempt to use the wrong password, you will receive the message, "Incorrect password. Please try again."

You may change your password by clicking on the Forgot Password link. When you use that link you will be prompted to enter your registered email address. Your registered email address is the same e-mail address where you received the original encrypted message. Your temporary password will be sent to that address with the instructions on how to setup a new password. Your temporary password will expire in 3 hours. If you need a new password after 3 hours you can use the Forgot Password link on registered envelope to receive a new temporary password.

UT Arlington Faculty/Staff must use their NetID and current password. For password assistance please use Self Service - https://www.uta.edu/oit/selfservice or contact the OIT Help Desk.

Question: How do I register to receive encrypted e-mail from UT Arlington?

The e-mail encryption system at UT Arlington is a closed system, which means that you must be invited to register as a recipient by a member of the UT Arlington community. Once a UT Arlington staff member sends you an encryption e-mail, you will receive a notification message with instructions on how to create your profile.

Question: I am a UT Arlington faculty/staff. How do I register for the e-mail encryption system?

You do not need to register your UT Arlington e-mail address. If you received an encrypted e-mail at your UT Arlington e-mail, you need to enter your UT Arlington e-mail address and password to view the content of the e-mail. If you have issues with your password, please use NetID Self Service - https://www.uta.edu/oit/selfservice or contact the OIT Help Desk.

Question: I am a UT Arlington faculty/staff and not able to view the content of the encrypted e-mail using Outlook Web Access. What do I need to do?

The “Safe HTML” filter in Microsoft’s Outlook Web Access deletes code from HTML attachments, therefore you will not be able to open the content of encrypted e-mail using Outlook Web Access directly. We recommend that you use Microsoft Outlook 2010 or forward the e-mail to the mobile@ardctest.uta.edu to receive a URL that will allow you to view the content of the encrypted e-mail temporarily, for 8 hours.

Question: How can a non-university person send encrypted information to someone at UT Arlington?

You can send encrypted information to someone at UT Arlington by replying to one of the messages they have sent to you or registered users can access web portal. Open the message from the Received Items list and click on the "Reply" button. You will get a "New Message" form with the person's e-mail address and the subject already filled in. You can then substitute your message in the message area and attach one or more attachments. Attachments are limited to a total size of 4 megabytes.
 
When you have finished composing your message press the "Send" button at the bottom of the form. Your reply message will be forwarded securely through the Ironport encryption system.

Question: Can I change the subject line of the e-mail when I reply?

No, you cannot change the subject line of the reply e-mail.

Question: Can I change the recipient or add a recipient to the e-mail when I reply?

No, you cannot add or change the recipient(s) of an encrypted e-mail.

Question: How long will encrypted e-mail messages remain on the system for me to access?

Encrypted e-mail messages do not expire by default.

Question: Can I print a copy of the encrypted e-mail that I have received?

While there is no printing functionality built into the e-mail encryption system, there are other ways of printing the contents of the email. The easiest is to use the print functionality built into your Internet browser. For example, click "File" and then "Print" within Internet Explorer to print your message and/or attachments.

Question: Should I retain the original e-mail encryption notifications?

To access the e-mail encryption message at a later time, you will need to save the e-mail in your normal e-mail account. From there, you can click the attachment and access the E-mail encryption message. Please note that each E-mail encryption message is protected by your password.

Question: What if I received more than one e-mail encryption, how can I save all of the attachments

The save options are optional. When you save the attachment, you are presented with a "Save File" prompt. If you already have a UTA_encrypted_Doc saved in that location, you will be prompted if you wish to overwrite it, change the name of the file, or change the save location. You may choose the option that best fits your needs.

Question: I can't see the e-mail encryption that was sent to me. What do I need to do?

Please check the junk mail (spam) folder in your e-mail and add the e-mail encryption to safe senders list. Google, Hotmail, Yahoo will only respond to its own customers. If you are experiencing issues with delivery of secure messages, we ask that you escalate the issue to your e-mail provider.

Question: What happens if I send my social security number (SSN) to a UT Arlington address? Will I be warned?

Yes. You will receive an awareness email from The University of Texas in Arlington, see below:

"Subject: Disclosure of Sensitive Information

Dear <registered name and email> ,

You are receiving this notification because a recent email sent from you to a recipient at the University of Texas at Arlington appears to have contained either a Social Security and/or Credit Card Number. For your protection and since email is not a secure method of communication, UT Arlington requests that you do not continue to share this type of information via email.

Please note that your original email was successfully delivered to the intended recipient. This notification was sent to you for informational purposes only.

If you are concerned that you received this notification in error or about the validity of this email, please contact the OIT Help Desk by simply replying to this email with your question.

Thank you,

The University of Texas at Arlington
www.uta.edu"

Question: What is the BCC option when replying to an encrypted e-mail message?

The BCC feature can be used as a verification for the sender, without the recipient knowing, that the message sent was encrypted. You will not be able to open the attachment. You must add your name in the "To" field in order to open and read the encrypted message.

Question: May the e-mail encryption system be used to send, set expiration of encrypted e-mails?

Yes, you and any registered user of the e-mail encryption system may login to send encrypted e-mails to UT Arlington users as well as set/update/remove expiration dates of encrypted messages. For more information, visit Ironport Web Portal.