Guidance for sending and receiving an encrypted NHSmail

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1 Contents Guidance for sending and receiving an encrypted NHSmail Introduction 2 Sending an encrypted to a VERIFIED address 2 Receiving an encrypted 4 Reply to and forward encrypted s 7 Registration - If you have not previously received an encrypted from the Trend Micro encryption service (Gmail, Hotmail.nhs.uk) 8 Keeping encrypted s secure 11 Blocked file extensions and attachments 11 Frequently asked questions 12 Adding your NHSmail inbox into your Outlook inbox and how to switch between accounts 13 How to switch between accounts 15 Distribution lists 17 1

2 Introduction NHSmail is national secure service for health and social care designed to enable the secure exchange of information by . Users of the service send from an address ending with The service allows NHSmail users to send secure, encrypted s to any service such as free global hosted services such as Gmail/Hotmail and company run services. This document provides guidance for recipients of encrypted s sent from an NHSmail account. It explains how to open and read an encrypted and send an encrypted reply. It also provides important guidance about information governance and ensuring sensitive information that has been received remains secure. Sending an encrypted to a VERIFIED address (i.e. you are certain of the recipient i.e. you have ed them before (Gmail,.nhs.uk, Hotmail) To send an encrypted from your NHSmail address only create a new message. 1. Ensure the recipient s address is correct. 2. In the Subject field of the , enter the word [secure] before the subject of the message. The word secure must be surrounded by the square brackets [secure] for the message to be encrypted. If square brackets are not used, the content of the will be sent unencrypted in plain text, and may potentially be exposed to interception or amendment. Please see below. 2

3 3. Compose the message. 4. Add any required attachments. 5. Click on Send to send the message. The service will then encrypt the message and deliver it to the intended recipient. The sent item will be stored unencrypted in your Sent Items folder, and any replies received will be decrypted and displayed as normal in your NHSmail inbox in either Outlook if you have added the mailbox into your CCG account or through logging into NHSmail if you have not added the mailbox into Outlook: Please note: [secure] is not case sensitive and [SECURE] or [Secure] for example could also be used. 3

4 Receiving an encrypted 1. When you receive an encrypted from an NHSmail address it will contain a link to access the encrypted message. The message reads: TREND MICRO PRIVATE AND CONFIDENTIAL You have received an message Secured by Private Post. 2. Please open the file called Encrypted_Message.htm for instructions on how to read your . Example: received in Gmail or CCG Outlook inbox: 4

5 3. Click Open my in the Encrypted_Message.htm file. 4. You will then see this. The system will display the encrypted message sent to you from NHSmail 5

6 5. You will then be able to: Read the From, To, Sent and Subject information Read the message Reply to the sender Reply to all recipients Forward the Download attachments 6

7 Reply to and forward encrypted s You can reply to or forward encrypted s. Your s will be automatically encrypted. You can include attachments if required. Open an encrypted NHSmail Enter your password if the system prompts for it Click Reply or Reply All or Forward (as required) Enter the recipients in the TO: CC: and BCC: fields Edit the Subject field (as required) Add attachments (as required) Enter a message Click Send 7

8 Registration If you have not previously received an encrypted from the Trend Micro encryption service you will be redirected to the Trend Micro Private Post website. There you will be guided through the registration process to create an account with the NHSmail encryption provider. Registered recipients do not need to re-register to read subsequent encrypted messages sent from any NHSmail user. If your address is not correctly displayed, click the (Not your ?) link 1. Click Register The Register Encryption Account screen will be displayed. 8

9 2. Complete all fields and tick the agreement box. Enter and confirm your password you will need to use this password to open encrypted s sent to you Select a security question and answer Select an Identification Word (that will appear on authentication screens) Type in the code displayed in the CAPTCHA image (the obscured code at the bottom of the screen aimed at preventing spam and fake registrations) Tick the box to confirm agreement to the Licence and Terms Click Continue 9

10 The Check your to activate your account screen will be displayed. 3. A message prompts you to check your inbox for a registration confirmation message and follow instructions in the message to confirm your encryption account. Registration confirmation message 4. Click Close Page This will complete your registration. Once you have successfully registered, you will be able to open, read and download any attachments in encrypted NHSmail s. 10

11 Once you have completed registration, you are registered to receive encrypted from any NHSmail user and do not need to register again if another NHSmail user sends you an encrypted . To read and reply to another encrypted message you just need to verify your identity using the credentials you registered when you first signed up to the service. If you forget your password, the system includes a self-service password reset feature. If another organisation sends you an encrypted using the same Trend Micro encryption, your Trend Micro account credentials can be used to decrypt these messages too. Keeping encrypted s secure Before sending an encrypted , you should ensure that you have verified the recipient, particularly if it contains personal confidential data or corporate sensitive data. Exchanging personal confidential data or corporate sensitive data should be done in accordance with the Safe Haven procedure and additional guidance. There are a number of attachment types which are not permitted to be sent via NHSmail, these include.exe files. If a non-permitted attachment is detected it will automatically be removed. Blocked file extensions and attachments To prevent inappropriate material being sent via NHSmail there are a number of attachments that are blocked from the service. Please see the following document for a list of file types that are blocked: il%20blocked%20and%20allowed%20attachments%20dec% pdf For further information contact the NHSmail helpdesk on or e- mail The helpdesk is available 24 hours a day, 7 days a week. 11

12 Frequently asked questions Q: What is the maximum number of addresses that can be included on a reply to an encrypted or when the is forwarded? A: You can reply to, or forward the encrypted to a maximum of 200 recipients. Q: If I want to forward an encrypted I ve received to someone else, will the remain encrypted? A: Yes. Any recipient added will receive the message securely (encrypted). Q: Is message tracking (e.g. delivery or read receipts) available on encrypted s? No. delivery over the Internet has no guarantees that a message will reach its intended recipient as Internet can be silently lost. Q: What is the maximum attachment size I can send on encrypted replies / forwards? A: 20Mb. 12

13 Adding your NHSmail inbox into your Outlook inbox and how to switch between accounts 1. Open Microsoft Outlook 2. Click on file 3. Click on add account 13

14 4. Enter your name, your NHSmail address, your password for NHSmail and then re-enter your password for NHSmail. Click on next. 5. Set up is now complete. Click on finish. 14

15 1. Click on new How to switch between accounts 2. Select the address you wish to send the data from. For information If you are unsure whether an individual has an NHSmail account you can use the search facility. Click on to. 15

16 You can search by individual organisations i.e. NHS Mansfield and Ashfield CCG Or any other organisation in England i.e. NHS Rushcliffe CCG 16

17 Distribution lists M&A and N&S now have distribution lists in Microsoft Outlook 1. Click on new 2. Click on To 3. Type in either all mansfield or all newark 4. Double click on the organisation(s) you require. Click ok. 17

18 You will then be able to select which address you can send the information from. 18

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