While every effort should be made to avoid sending sensitive information via email, employees should take care to encrypt their messages when such practices cannot be avoided. Encrypting your email helps ensure that it cannot be read by anyone except the intended recipient.

This document only applies to emails sent from a Fox Valley Technical College (@fvtc.edu) email address.

1. Determine if your email message or attachment contains any protected/confidential/sensitive information, such as Social Security numbers, drivers license numbers, dates of birth, etc.
   
   
2. If your email contains protected/confidential/sensitive data,
   • simply add Encrypted by FVTC in the subject line of your email. This is not case-sensitive.
     OR
     
     
   • Go to Options in the new message, select Encrypt or choose from options:
     • Encrypt-Only: Can be viewed by anyone
     • Do Not Forward: Prevents the recipient from forwarding
     • FVTC - Confidential: For internal users only. Modifiable, but cannot be copied or printed.
     • FVTC - Confidential View Only: For internal use only. Cannot be modified. 
3. To view your encrypted email, the recipient will be asked to either log in with their Microsoft account or use a one-time passcode.
   For more detail on what your recipients can expect, go here:  Email | Receiving encrypted FVTC email or copy/paste and email your recipients this link:  https://kb.fvtc.edu/EncryptedEmailFromFVTC

Automatic Encryption: Outlook now automatically encrypts emails containing bank account or social security numbers. A tooltip will alert you, and this applies to both internal and external recipients.

Contact the IT Helpdesk at helpdesk@fvtc.edu or 920.735.5644 if you have any questions.