Skip to Main Content

Ask IT FAQs

UW-specific

UW Email Security Frequently Asked Questions

In general, email should be considered insecure unless the content is encrypted or all systems transporting the email from the sender to the recipient are known to be using secure protocols.

On the UW campus, mail is securely transmitted using TLS between the UW gateway and Exchange email servers. Although each actual message is not encrypted, messages are transmitted in a manner similar to using HTTPS for web pages. Other UW mail systems may use TLS, but users should not depend on email between other UW mail systems being secure unless they have confirmed that secure protocols are used by these servers. Mail sent off campus may or may not be transmitted through servers that use secure protocols and so can not be depended upon to be secure unless the actual mail message itself is encrypted.

Users who have moved to Office 365 should see the Office 365 for Education page (http://www.microsoft.com/en-us/office365/education/school-services.aspx) for more information.

UW provides the UW Encryption service for employees to send sensitive mail securely outside campus. The service encrypts the message and attachments into an encrypted PDF file.

Messages containing confidential, privileged or sensitive University of Wyoming business information should be sent to off-campus recipients through the UW Email Encryption service.

As mail sent to uwyo.edu addresses may be redirected to mail services off-campus, sensitive messages may be sent to uwyo.edu addresses using this service to ensure they are delivered securely.

For Senders:

     Who can use Email Encryption?

University of Wyoming employee email accounts are licensed to use email encryption. Other users attempting to use the UW Email Encryption services will receive a notification that the message was not encrypted or sent. Remove WYOENCRYPT from the subject to send your message without encryption.

     How do I send an encrypted email?

Before you send your first encrypted email to a recipient, let them know to expect an email with the Subject: "Email Encryption Registration request from the University of Wyoming" from your email address. This will familiarize them with the process and also allow them to add your email address to their mail client's spam whitelist, if desired.

The registration email will direct the recipient to UW's Email Encryption portal to set a password for encrypting the email and to set password reset/recovery security questions. After the recipient has created a password, the email message and attachments will be encrypted in a PDF file and delivered to the recipient.

Create the email as usual, including attachments, addressed to the recipient's email address and include WYOENCRYPT in the subject of the email.

     What are the computer names of UW's Email Encryption systems?

The UW Email Encryption portal for password registration and management is on wyocipher1.uwyo.edu. Encrypted emails and secure replies are also transmitted through these systems.

For Recipients:

     What can I expect if I am sent an encrypted email through UW's Encrypted email service?

You will receive a password registration request via email with the Subject: "Email Encryption Registration request from the University of Wyoming" from the UW sender's email address. The request contains a link to the UW Email Encryption portal where you register your password. You will also set three security questions which are needed for password reset or recovery requests. You will then receive an email containing an encrypted PDF file containing the message and attachments. Open the encrypted PDF file using a PDF reader and by providing the password you registered.

     I see multiple attachments in the encrypted notification email. Which one contains the encrypted message?

Some email providers, such as Hotmail and Yahoo, list four separate files for the email containing the encrypted PDF attachment. Select the .pdf attachment to download. When the file opens, you will be prompted for the password you created when you registered for the Email Encryption Registration process.

     How do I securely reply to an encrypted email sent from UW?

You can use the Secure Reply button that appears in the opened encrypted PDF file to send the sender a reply. The reply content is not encrypted itself, but is instead sent over secure protocols back to UW's mail servers. The Secure Reply button will redirect the recipient to the Email Encryption portal to enter their password and access the reply form.

     How do I reset or recover a previously set password?

You can reset or recover a previously set password by using the Password reset link from the email you received containing an encrypted PDF file.
Select Forgot password? and follow the directions provided.

     What are the computer names of UW's Email Encryption systems?

The UW Email Encryption portal for password registration and management is on wyocipher1.uwyo.edu. Encrypted emails and secure replies are also transmitted through these systems.

Reviewed: 0713 By: AH

Additional help with the installation and configuration of
UW-supported software is available:
Faculty/Staff
Contact the IT Help Desk at 766-HELP (4357), option 1
Email UserHelp@uwyo.edu
Contact your IT user consultant
(www.uwyo.edu/infotech/services/helpdesk/uc/)

Students
Email ASU-IT@uwyo.edu
Contact the IT Help Desk at 766-HELP (4357), option 1
Come to the student computer lab in the lobby of the
Information Technology Center.

Footer Navigation

University of Wyoming
 
1000 E. University Ave. Laramie, WY 82071 // UW Operators (307) 766-1121 // Contact Us