Purpose

This article explains how to securely send encrypted emails in Outlook using the Encrypt option. Encrypted emails should be used when sending PHI, PII, or other sensitive information to parents, patients, or external providers.

 

When to Use Encrypted Email

Use encrypted email when your message contains:

  • Patient or parent information
  • Medical or billing details
  • Personally identifiable information (PII)
  • Any confidential PSV information

 

Step‑by‑Step Instructions

 

Step 1: Create a New Email

  1. Open Outlook
  2. Click New to create a new email message

 

 

 

Option 1: Encrypt Using the Encrypt Button (Quick Method)

  1. In the new email window, locate the Encrypt button on the menu bar. Click Encrypt
  2. From the dropdown, select Encrypt

Your email is now encrypted.

 

Option 2: Encrypt Using the Options Menu (Recommended)

Recommended method if you do not immediately see the Encrypt button

  1. In the email window, click Options on the menu bar
  2. Click Encrypt
  3. Select Encrypt

Your email is now encrypted.