tips for sending info via email - Northeastern · PDF fileWhile it is important to avoid...
Transcript of tips for sending info via email - Northeastern · PDF fileWhile it is important to avoid...
SHOULD I SEND CONFIDENTIAL OR SENSITIVE INFORMATION THROUGH EMAIL?
Unencrypted emails are inherently unsecure and are not a reliable method for distributing confidential
or sensitive information over the Internet. While it is important to avoid sending sensitive information
over email, sometimes it is necessary. Below are a few tips on how to ensure you information remains
secure:
Utilize WinZip to send an encrypted zip file. Rather than putting sensitive information directly
into the email, put the information into a Word document. Once the file has been saved, you
can utilize WinZip to encrypt the file. Send the encrypted file in one email and the password
through other means (e.g. a phone call or a separate email).
WinZip can be download here.
Email an encrypted file. Northeastern provides Office 365 to all faculty, staff and students.
Office 365 allows you to encrypt a file without needing to use WinZip. This can be done directly
in Word, Excel and PowerPoint. Again, make sure to send the encrypted file in one email and the
password through an alternative method.
*all screenshots are from Office 2013. Implementation may vary depending on version of Office
Utilize email certifications to encrypt the email itself. Comodo, an online trust provider, has
free email certificates available for use. Email certificates will give you the ability to encrypt the
email itself without having to use a separate document. Email encryption only allows the
intended recipient to view the message contents. Once the certificates have been installed and
published, you can encrypt emails directly in Outlook.
See below for more details on how to apply for and download the free certificates.
Remember:
Do not give personal information or Pii to anyone unless there is a legitimate need for it.
Be especially careful about what you do over wireless connections. Information and passwords
sent via standard, unencrypted wireless are especially easy for hackers to intercept (most
public‐access wireless is unencrypted). Remember, all faculty, staff and students should be using
NUWave while on campus!
Never assume that email, instant messages (IM) or attachments are private or confidential.
Need additional help? Please contact the ITS Service Desk at 617.373.4357 (xHELP) or our office
directly at [email protected].
Instructions for Downloading and Installing Comodo Email Certifications:
1. To apply for and download the certification, please visit https://www.comodo.com/home/email‐
security/free‐email‐certificate.php and select the orange “Free Email Certificate Sign up now!” Button:
2. Complete Step 1 by providing the requested details. Select the “2048 (High Grade)” key size. Make
sure to select a strong recovery password as this is the only way the certificate can be revoked.
Once the information has been entered, the following screen will pop‐up and an email will be
sent with further instructions:
3. Once, you receive the email click the red “Click & Install Comodo Email Certificate” button. The
certificates will automatically be installed and will be ready for use.
4. In order to encrypt, emails you will need to publish your certificate. To do so, open Outlook and
section “File” then “Options”
5. Once in the options menu, select “Trust Center” then “Trust Center Settings…”
6. Once in the Trust Center, select “Email Security”. From here, you will be able to publish your
certificates by selecting “Publish to GAL…”
7. Once complete, the following message will appear and you are ready to send encrypted emails!
8. To encrypt an email, select the “Encrypt” button in the email message. This appears in the “options”
menu.
For Outlook for Mac 2011 instructions, please visit the Office Support Page.