# How to Encrypt Email in Outlook

# **How to Send an Encrypted Email**

 To ensure the secure transmission of confidential or sensitive information via district email.

## **Overview**

STGRSD uses **FortiMail Secure Email Encryption** to protect messages that contain sensitive information. When a user includes the keyword **CONFIDENTIAL** in the subject line of an email, FortiMail automatically encrypts the message and sends it securely to the recipient.

This feature helps the district comply with **FERPA**, **HIPAA**, and other data privacy regulations.

[![image.png](https://docs.stgrsd.org/uploads/images/gallery/2025-10/scaled-1680-/xtOimage.png)](https://docs.stgrsd.org/uploads/images/gallery/2025-10/xtOimage.png)

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## **When to Use Encryption**

Use encrypted email whenever you send information that includes:

- Student records (grades, IEPs, disciplinary info, etc.)
- Staff records or evaluations
- Personally identifiable information (PII) such as addresses, phone numbers, or Social Security numbers
- Financial or medical information
- Any content you would not want publicly accessible if intercepted

When in doubt — **encrypt it.**

## **How to Send an Encrypted Email**

1. **Compose a new email** using your district Outlook account.
2. In the **Subject line**, type the word: **CONFIDENTIAL**
    
    
    1. (It must appear exactly as written — not “confidential info” or “confidential:” — the rule looks for the keyword *CONFIDENTIAL*.)
    
    [![image.png](https://docs.stgrsd.org/uploads/images/gallery/2025-10/scaled-1680-/FCGimage.png)](https://docs.stgrsd.org/uploads/images/gallery/2025-10/FCGimage.png)
3. **Write your message** as usual. Attach any necessary files.
4. **Send the message.** FortiMail will automatically detect the keyword and send your message using **Secure Message Encryption (SME)**
    
    ## **What Happens Next**
    
    
    - **You (the sender):**  
        You’ll receive a confirmation that your message was sent via the encrypted channel.
    - **The recipient:**  
        The recipient will receive an email notification with a secure link to access the message.  
        They’ll be directed to the **FortiMail Secure Message Portal**, where they must verify their identity (usually by creating or logging into a one-time secure account).
    
    Once verified, they can read your message and download any attachments securely.
    
    ## **Important Notes**
    
    
    - Encryption is triggered **only** when the keyword **CONFIDENTIAL** appears in the **subject line**.
    - Do **not** include sensitive data in an unencrypted email body or attachment without this keyword.
    - The encryption process works for both **internal and external** recipients.
    - If you reply to an encrypted message from within the secure portal, your reply remains encrypted automatically.
        
        ## **What Happens Next**
        
        ### **For the Sender**
        
        
        - You’ll receive a confirmation that your message was sent via the encrypted channel.
        - The encryption process is automatic—no extra steps are required on your part.
        
        ### **For the Recipient**
        
        When a recipient receives an encrypted email, they will be directed to the **STGRSD Secure Email Service** page to register or log in before viewing the message.
        
        Below is an example of what they will see:
        
        <div>  
        </div>Recipients must complete the registration form (if first-time users) by entering their name and creating a password. Once registered, they can log in to securely read and reply to your message.
    
    [![Register with Fortimail Encrypted.png](https://docs.stgrsd.org/uploads/images/gallery/2025-10/scaled-1680-/register-with-fortimail-encrypted.png)](https://docs.stgrsd.org/uploads/images/gallery/2025-10/register-with-fortimail-encrypted.png)