Encrypting Emails
How to send email securely to recipients using Outlook on Microsoft 365
Barnardo’s requires us to send all personal data using encrypted emails. You do not need to encrypt emails if sending to an internal colleague or team because this will automatically be done. However, you do need to encrypt if sending sensitive data outside of Barnardo’s.
This page shows you how to send it and what info you need to give to those receiving it. Please read the guides at the bottom of this page if you need more help.
Sending encrypted emails at Barnardo’s
The guide called ‘Microsoft 365 Outlook Email Encryption - Sender guide’ tells you how to encrypt the email you are sending. It gives some background to the three methods available to you and some visual help, as well as a little background to the email services your recipients could be using.
When sending an encrypted email, you should try Method 1 first which is the ‘Encrypt‘ button in Outlook. For quick reference, the Encrypt button is under ‘Options’ when you have opened a blank email.
If your recipient cannot open the email, you should then try:
- Method 2 which is you installing ‘Echoworx’ add-in and sending the Echoworx guide to the recipient
OR
- Method 3 which is you putting [Encrypt] in the subject field when sending the email.
You can find details of these two methods on pages 6-7 of the guide called ‘Microsoft 365 Outlook Email Encryption - Sender guide’.
*if you are unable to view the flowchart, please download the attachment at the bottom of the page.
Receiving encrypted emails from Barnardo’s
We expect that most people we are emailing, such as NHS, local authorities and other charities, will be using Outlook 2013+ or MS365. Therefore, we are confident that the majority of you can press the Encrypt button for your email to arrive safely as an attachment within your email that the recipient can open.
The ‘Managing Encrypted Emails from Barnardo's’ guides are for you to send to someone who is having trouble opening your encrypted email. Your recipient will be using one of several email services (e.g. Hotmail, Outlook, Gmail, etc), which determines what they should do to open your email.
There is a full guide called ‘Managing Encrypted Email from Barnardo's – Full Guide’ which you can send if you are not sure which email service they use. Your recipient can then tell from the Contents page which section is relevant to them.
Otherwise, this full guide is also broken down into specific smaller guides which you can send if you do know what email service they use. The guides are:
- Hotmail, Microsoft 365, and Outlook 2013 and later are in a guide together.
- Gmail and Yahoo Mail in one guide because the steps are very similar.
- Other supported services is for people using an email service that is NOT Gmail, Yahoo, Hotmail, MS365 or Outlook 2013+
- Unsupported email services is for recipients who use Outlook 2010 and any other service not supported.
- Echoworx user guide tells them what to do when you have sent your email using the Echoworx add-in.