Purpose

To ensure secure communication of sensitive information by applying encryption and appropriate message protection options in Outlook.

Scope

Applies to all Goodwill of Colorado employees using Outlook (New Outlook, Classic Desktop, and Outlook Web Access).

Instructions

1. New Outlook (Microsoft 365)

1. Open Outlook and click New Email.
2. Compose your message.
3. Navigate to the Options tab.
4. Click Encrypt (padlock icon).
5. From the dropdown, select one of the following:

• Encrypt
• Do Not Forward
• Goodwill of Colorado – Confidential
• Goodwill of Colorado – Confidential View Only

6. Send the email. External recipients will authenticate via Microsoft account or one-time passcode.

2. Outlook Classic (Desktop App)

1. Individual Email: 
   • Compose a new email.
   • Go to Options > Encrypt (padlock icon).
2. From the dropdown, select one of the following:

• Encrypt
• Do Not Forward
• Goodwill of Colorado – Confidential
• Goodwill of Colorado – Confidential View Only

2. Send the email.

3. Outlook Web Access (OWA)

1. Click + New Message.
2. Click Options in the toolbar.
3. Select the Encrypt  (padlock icon).
4. From the dropdown, select one of the following:

• Encrypt
• Do Not Forward
• Goodwill of Colorado – Confidential
• Goodwill of Colorado – Confidential View Only

5. Send the email.

Differences Between Protection Options

Access Control & Authentication

• All options use Microsoft Purview Message Encryption or IRM.
• External recipients without Microsoft accounts authenticate via secure portal and one-time passcode.