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Email Encryption: Help Guide
The mission of The Texas Department of Family and Protective Services is to protect children, the elderly, and people with disabilities from abuse, neglect, and exploitation by involving clients, families and communities. In order to better serve and protect our clients from potential information security risks, Texas DFPS started encrypting emails in July 2011. Email encryption offers a reliable, secure level of personal information protection when sending email messages over the Internet. This document will guide our public email recipients on how to access and read encrypted emails and offer helpful hints to smooth the transition through this process.
Steps to Reading a Secure Email
Step 1. The encrypted email will be delivered to your Inbox. Open the encrypted email.
Below is a sample inbox that has received an encrypted message. Note: Not all inboxes use the same preview function- your inbox may look different.
Once you have opened the encrypted message, open the attachment.
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Email Encryption: Navigating the Portal
Step 2. The encrypted message resides on a secure Internet portal. First-time users will create a new login to access the secure portal.
Once you've clicked on the attachment, you will be directed to a webpage. Once there:
1. Select Read Message.
2. Select OK from the Message from webpage pop-up box.
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Email Encryption: Navigating the Portal
You will be asked to create a personal login on your first visit to the secure portal. Once your login has been created, you will need to activate your account by clicking on the secure link sent to your email.
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Email Encryption: Navigating the Portal
Once you've received your login activation email, click the secure link.
The link will take you to the secure message portal where you can reply to the sender or forward the message to other recipients.
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Email Encryption: Helpful Hints
Hint 1: For Existing Accounts Once you have created a login, you will be able to log in directly to the secure portal using the password you selected during your initial visit. Hint 2: Using a Smartphone to Access Encrypted Email
1. Forward the message you want to read to: [email protected]
2. You will receive an email with a link to access your secure
message. 3. Click the link to be taken to the secure message portal. From
there you can reply and forward the message. 4. Contact your smartphone provider for additional support issues.
Hint 3: Not Receiving Messages? Encrypted emails are sent as an email attachment that links to a log-in page. Your email system will need to allow HTML attachments for you to read the secure message. If the HTML attachment has been blocked, ask your IT support to allow HTML attachments.
You may also search your junk email/spam folder for messages.
Additional Help Resources: Exchange Hosted Encryption Help Resources
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