After reading this article faculty and staff should be able to:

Information Rights Management (IRM) is a way for users to protect sensitive information contained inside emails. Usage rights are given to the email using Active Directory Rights Managements Services (AD RMS) and allows users to control rights, actions, and permissions (e.g., who can view the message, restrictions on forwarding and printing).

Apply IRM from Outlook

• Open New email from Outlook > IRM can be applied by going to Options, and then Permissions.
• From here, you can choose one of the four permission policies listed.  The four policies are:
  • • Unrestricted access: This is the default setting for permissions when you send an email. Senders and recipients have full permissions to the email, including the rights to forward, edit, save, reply etc.
    • Do Not Forward: Recipients of these emails can Reply, Edit and Save the email but cannot forward to internal or external users. The forward button on the email will be grayed out. The recipient of the email will see the message below:

  

• • • University of Connecticut – Confidential: This message will be intended for users inside the organization only. The recipients will have full permissions to the email.

  

• • • • University of Connecticut – Confidential View Only: This message will be intended for users inside the organization only, and they can only view it. The recipients cannot save, edit, reply, or forward the email.

    

Keywords: IRM, information rights, Outlook, access, restricted, unrestricted, confidential

 

Related Articles: How does Microsoft handle my security and privacy?, How do I use email encryption for Office 365?

Last Modified: 6/26/2017

After reading this article faculty and staff should be able to:

Encryption is a useful feature for sending and receiving private and confidential information. The encrypt message permission will encrypt the content and any attachments sent with the email. This encryption capability applies to use cases where messages containing confidential information are sent to external email systems, which includes Google Apps for students.

Encrypting Emails

1. Emails can be encrypted by including any of the text below in the subject of the email.
   1. (encrypt)
   2. [encrypt]
   3. {encrypt}

Please note: A space must follow the closing punctuation to encrypt the message (e.g., [encrypt] subject of message).

Opening Encrypted Emails

Recipients will receive the email with a .html attachment. Follow the steps below to open the email:

1. Open the encrypted message received.
2. Click the dropdown next to the message.html attachment.
3. Click Download to open the file.
4. In Outlook Mail, click Open.
5. At the opening Mail Attachment window, click Open again.
6. A webpage will open displaying two options for opening the content of the encrypted message.

1. To open using the Sign in option:
   • Click Sign in.
   • Click Work or school account.
   • Sign into Office365 using your UConn email address and password.
   • The encrypted message should be displayed.
   • From here, you can reply to or forward the message. Reply messages and forwards will be automatically encrypted.
2. To open using the One-time passcode option:
   • Click Use a one-time passcode.
   • You will then receive an email in your recipient mailbox containing a Passcode as shown below:
   • Enter the Passcode provided in the email into the webpage.
   • The encrypted message should be displayed.
   • From here, you can reply to or forward the message. Reply messages and forwards will be automatically encrypted.

Emails with the Do Not Forward, University of Connecticut – Confidential and University of Connecticut – Confidential View Only appears with a restricted red icon as shown below:

Keywords: encryption, encrypted, email, attachments, Office 365

Last Modified: 6/26/2017