Receiving Encrypted Emails from Outlook with Office 365

NYSERDA uses encryption capabilities to email Personal, Private, and Sensitive Information (PPSI) outside of NYSERDA or to other State agencies not on the same ITS email system as NYSERDA. An email recipient may receive an encrypted email from NYSERDA in one of two ways:

1. System-generated from ITS's Data Loss Prevention (DLP) application, which automatically encrypts emails with suspected PPSI. (Sender will also receive an email notification that their email was encrypted by the DLP.) 
2. Sender-encrypted by the NYSERDA sender using #encrypt in the Subject line.  (If the email was encrypted by the DLP, the subject line will NOTcontain #encrypt.)

Email recipients are encouraged to contact NYSERDA with questions about encrypted email. If in doubt, please contact NYSERDA before opening any suspicious emails.

The following describes the process the recipient of an encrypted email must follow:

      1. The recipient receives the encrypted message from NYS secure messaging system. Click "Read the message"

2. The message will open in Office 365 online in the recipient's default Web Browser.  The recipient can either:

login with a Microsoft Account or select Use a One-Time Passcode to view the messagea web browser encrypted email message and it states they have received an Encrypted message and provides instructions on how to access the message. The user must save the attachment and open it

        3. The saved attachment will open in their default Web Browser and instructs the user to login with a Microsoft Account or select Use a One-Time Passcode to view the message.

          4. Selecting the One-Time Passcode option instantly sends the user an email with the code they must enter

           5 .They then enter the code into the web page as instructed

            6. And the message with attachment is open in the Web Browser, securely

The user is able to Reply to the message from this page if needed!