If you're looking for privacy in sending emails in Outlook from your CWF account, i.e., JDoe@cwf.org, where they can't be intercepted and read, you'll need to encrypt those messages. Here's how:

Step-by-step guide

  1. Any outbound message containing “CWF_Confidential” in the subject field or in the the name of an attachment will be encrypted.


  2. There should be a button option which will input “CWF_Confidential” in the subject field and the message will be encrypted.
    (Please contact the Helpdesk at x7300 if the button does not appear)


  3. If you do not have the encrypt message button  located in the tool bar when sending a new email message you can manually type "CWF_ Confidential" in the subject line or in the name of the attachment to encrypt the message.

  4. A message that is encrypted by Office 365 Message Encryption is delivered to a recipient’s inbox just like any other email message, but it contains an HTML file attachment. 


  5. After downloading and opening the attachment the recipient can choose to sign in with their CWF work account associated with Office 365, with a Microsoft account, or the recipient can choose to use a one-time passcode if, they don't have a CWF work or Microsoft account and don’t want to create a new Microsoft account.  


  6. If the recipient selects the “Use a one-time passcode” option they will be redirected to a screen to input the one-time passcode. 


  7. The one-time passcode will be emailed to the same email address the encrypted email used. 


  8. After the passcode is entered into the "Passcode" field they will then select “continue”. 



  9. They will be redirected to where the encrypted message will be displayed.


 

Please refer to the following chart to determine when an email will be encrypted given certain criteria.

Sent from an inside email account:Sent to:Subject Line includes:File extension includes:Email is encrypted:
@CWF.ORG@CWF.ORGCWF_CONFIDENTIALCWF_CONFIDENTIAL tagYes
@CWF.ORG@CWF.ORGCWF_CONFIDENTIAL(No CWF_CONFIDENTIAL tag)Yes
@CWF.ORG@CWF.ORG(No CWF_CONFIDENTIAL)CWF_CONFIDENTIAL tagNo
@CWF.ORG@CWF.ORG(No CWF_CONFIDENTIAL)(No CWF_CONFIDENTIAL tag)No
@CWF.ORGOutside email addressCWF_CONFIDENTIALCWF_CONFIDENTIAL tagYes
@CWF.ORGOutside email addressCWF_CONFIDENTIAL(No CWF_CONFIDENTIAL tag)Yes
@CWF.ORGOutside email address(No CWF_CONFIDENTIAL)CWF_CONFIDENTIAL tagYes
@CWF.ORGOutside email address(No CWF_CONFIDENTIAL)(No CWF_CONFIDENTIAL tag)No
     

Note 1:  If there are any Outside email addressees listed in the "To:" or "CC:" fields, the system will use the "@CWF.ORG" to "Outside email address" set of rules.

* An inside email account is one that ends in @CWF.ORG 

Note 2: When sending an encrypted message with an attachment, the recipient will not be able to forward that attachment.

* The sender can save the file, reattach the file and send as a new message.

  

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