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 AU  Staff  Staff Service IT Guides Mail Send emails securely, both with and without using Sikker@mail Secure emails

How to send secure emails

Send confidential information and sensitive personal data via email by using the Sikker@Mail plugin. Sikker@Mail encrypts and digitally signs your emails. 

  • The encryption ensures that only the recipient can read the email. 
  • The digital signature ensures that the sender is the person they claim to be and that the content is the same as when it left the sender. 

  

Contact your local IT support team for access to the Secure Send button

  • Send a request to your local IT support team to have the Sikker@Mail plugin installed. Remember to include your AU ID and type of computer (PC or MAC) and Dxxxxx number of the computer.

  • The Sikker@Mail plugin will add the Secure Send button to your Outlook email.

  • It may take up to 12 hours before the plugin is registered.

  • You may need to restart your computer to see the button in Outlook.
     

The Secure Send button

PC - Windows

How to send a secure email

Before you begin

  • Check that the Sikker@Mail plugin has been installed and is visible in Outlook once you have clicked New message. 
  • If you are working from home, make sure you are connected to a VPN
  • You may want to check in advance whether a recipient is registered with secure email by clicking on the "Secure Mail Portal" button

Write and send secure email

  • Click on New message and type your email as usual.
  • To send the email, click on Secure Send.  

Click the Secure Send button to send the email securely

  • The plugin will then check whether the recipient also has a secure email solution. If the recipient does not have a secure email solution, you will have to add the recipient’s mobile phone number.
  • The recipient will receive a code via text message, which they can use to open the secure email
  • You can choose to receive a read receipt by ticking the box above the buttons.
  • Click Send to send the email.

Can’t see the Secure Send button?

If the button is not showing, try to add it again via Outlook settings.

Go to Files --> Settings --> Add-ins

You will see a list of Add-ins.

Click on the Go at the bottom and a new window will open up.

Tick off Sikker Mail and click Go. You should now be able to see the button in Outlook.

If the button is still not visible, go to Settings and check that the Send method is set to SecureMail and MailBox.

Mac - MacOS

How to send a secure email

Before you begin

  • Check that the Sikker@Mail plugin has been installed and is visible in Outlook
  • If you are working from home, make sure you are connected to a VPN

Write and send secure email

  • Click on New message and type your email as usual.
  • Click Secure Send when you want to send the email. If the recipient also has a secure email solution, the email will be sent securely and any responses will also be sent securely back to your inbox.
  • The plugin will then check whether the recipient also has a secure email solution. If the recipient does not have a secure email solution, you must add the recipient’s mobile phone number.
  • You can choose to receive a read receipt by ticking the box above the buttons.
  • Click Send to send the email.

Can’t see the Secure Send button?

If the button is not showing, go to Settings and check that the Send method is set to SecureMail and MailBox.

If the button for Secure Send has disappeared from Outlook, it may sometimes help to restart your computer.

If the button is still not visible, contact your local IT support team.

Webmail

Where to find the Secure Send button in webmail

If you are using webmail, follow the guideline for contacting your local IT support team for access to the Secure Send button. You should then be able to see the Secure Send button in webmail.

Shared mailbox

How to send a secure email from a shared mailbox

If the people in your unit need to send secure emails frequently or several people are working together and need to send secure emails, we recommend that you use a shared mailbox with a security certificate. You can use this shared mailbox to send and receive secure emails. It will also be possible for each person to send secure emails from their personal mailbox.

Your local IT support team can help set up a shared mailbox with a security certificate. 

Write and send secure email

  • Click on New message and type your email as usual.

When you want to send the email, check that you are sending the email from the shared mailbox with the security certificate, and then click Secure Send. If the recipient also has a secure email solution, the email will be sent securely and any responses will also be sent securely back to your inbox.

If the recipient does not have a secure email solution, add the recipient’s mobile phone number in the Cell number field and click Send. 

Revised 25.11.2024
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