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2. Attachments must be converted to an Adobe password protected file or converted to a Microsoft Excel (.xlsx) password protected file for Confidential-Private data before you send an encrypted email. This ensures the information stays secure. The password must be changed every 90 days and contain 8 characters of upper/lower case letters, numbers and special characters).
In addition, the password for the file should be provided to the recipient over the phone or sent in a separate encrypted email.
3. Once you are done creating your message and adding password protected attachments. Click SEND
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. Be sure you have #encrypt in your subject as that is key!
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NOTE: You can also do this same process from the Outlook Web Client at {+}https://outlook.office365.com/owa+ when logged in with your nyserda.ny.gov or greenbank.ny.gov user id!
4. Send a separate, normal (non-encrypted email) to the recipient(s) alerting them that they will be receiving an encrypted email. Below is an example email message:
Dear [name],
NYSERDA uses encryption by Microsoft Office 365 to securely email Personal, Private, and Sensitive Information (PPSI).
You will be receiving an encrypted email from me The email Subject will begin with #encrypt. Below is a sample encrypted email along with instructions on how to view the message using your Microsoft Account or One Time Passcode.
The saved attachment will open in your default Web Browser and instructs you to login with your Microsoft Account or select Use a One-Time Passcode to view the message.
If you select the One-Time Passcode option, you will instantly receive an email with the code. Enter the code into the web page as instructed
Please contact me if you have any questions or issues accessing the encrypted email. We appreciate your commitment to protecting sensitive information.
DATA LOSS PROTECTION (DLP)
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