Email | Sending an Encrypted Email

The Big Idea

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.

Why It Matters

 Encrypting your email helps ensure that it cannot be read by anyone except the intended recipient.
This only applies to emails sent from a Fox Valley Technical College (@fvtc.edu) email address.

Encrypt an Email

  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.

Recipient Experience

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.

Need IT Assistance?
helpdesk@fvtc.edu | 920-735-5644 | In-Person Support
Support Hours
Monday-Friday • 7:00 AM-4:00 PM CT
Location
Appleton Campus • Room A120
1825 N. Bluemound Drive
Appleton, WI 54912-2277
Fox Valley Technical College IT Helpdesk
Supporting FVTC, National Criminal Justice Training Center (NCJTC), ICAC Task Force Program, and APICS/ASCM Partner organizations

Keywords:
encrypted, encryption, email, outlook, sensitive, protected encryptedemail 
Doc ID:
101395
Owned by:
IT Helpdesk in FVTC
Created:
2020-04-24
Updated:
2026-10-01
Sites:
Fox Valley Technical College
Clean URL:
https://kb.fvtc.edu/encryptedemail