Office Message

Encryption (OME)

How to send large file transfers (over 20mb) using

Microsoft Outlook

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Before you start

This guidance document sets out the instructions that must be followed for large file transfers.

Any other methods not outlined here should not be used as they are not supported and may therefore

put the security of data at risk.

Please also note –

• An encrypted email message will expire after 90 days for the recipient

• Links shared to files stored on your OneDrive will not expire and access will need to be revoked manually.

• Revoking access to a file/ folder is detailed in the separate ‘Revoking Access to a shared file or folder’

guidance document.

• Once you send an encrypted email to an external recipient, you will NOT be able to recall the message.

• The recall function may not work on internal emails as it is subject to multiple conditions.

• If the recipient replies or forwards the email to other external recipients, it will remain encrypted. Encryption

is set by the sender (you) and this cannot be changed by any recipient.

• Large file transfer links will NOT work for emails sent to shared mailboxes. You WILL need to specify the

individual you want to share the file/s with.

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Instructions

To share a large file/s securely, the file/s must be saved to your OneDrive. To learn more about OneDrive,

please visit the Modern workplace hub Microsoft OneDrive - what you need to know

1. You can locate your OneDrive folder by clicking on the OneDrive icon in the bottom right toolbar and

selecting ‘Open folder’.

2. Save your file/s to OneDrive as below. if you want to share multiple files with the same recipient/s and

provide the same level of access, you can save the files to a new folder instead.

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3. Locate the file/s or folder you want to share, right click and select ‘Share’

Share a folder Share a file

4. The following window will appear, you can define who should be able to access the file/s or folder by

clicking on the arrow on the following button. Choose ‘Specific people’, this will ONLY allow specific email

addresses you enter to view the content.

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5. In ‘Other settings’ the default options (as above) will NOT allow the recipient to make changes to the live

file but will allow the recipient to download a local copy. (Both ‘Allow editing’ and ‘Block download’ are

de-selected)

NOTE - This is a direct link to the source file on OneDrive. If ‘Allow editing’ is enabled, this gives the

recipient the authority to make any changes to the source file which will save and overwrite the existing file. If

you do NOT want the recipient to make any changes to the source file, then please deselect the ‘Allow

editing’ option.

Alternative options include-

a. In the example below, the recipient will NOT be able to edit the source file OR download a local

copy.

b. In the example below, the recipient WILL be able to edit the live file AND download a local copy.

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6. Once the appropriate settings are selected, press ‘Apply’

7. In the ‘Enter a name or email address’ field, enter the email address of the recipient you wish this file/s

with, you can include multiple recipients.

NOTE: Large file transfer links will NOT work for emails sent to shared mailboxes. You WILL need to

specify the individual you want to share the file/s with.

NOTE: Do NOT use the ‘Send’ button as

this may put your data at risk.

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8. Press the ‘Outlook’ button to open a new outlook message, or press ’Copy link’ to create a link which you

can paste into an email. (if you select ’Outlook’, this will open a new email. Please go to step 12)

9. you will then be presented with the link on the screen, press ‘Copy’ and close the window

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10. Open the appropriate email and click in the body of the message where you would like to paste the

link. Select ‘Paste’ from the toolbar and paste the link.

11. If you find the link isn’t hyperlinked as below, navigate the curser to the end of the link, and press

enter on your keyboard.

The link will now become hyperlinked

12. You must ensure you now encrypt the email.

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13. If your using this feature for the first time, click ‘Options’ from the toolbar, then click the dropdown

arrow under ‘Permission’/ ‘Encrypt’ and select ‘Connect to Rights Management Servers and get

templates’.

14. To do this click ‘Options’ from the toolbar, select the dropdown arrow under ‘Permission’/

‘Encrypt’, and click ‘Encrypt-Only’.

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15. The following message will appear to confirm the ‘Encrypt-Only’ permission has been applied.

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16. Adding Attachments: You can add attachments (up to 20MB) to the email by clicking ‘Attach File’,

and ‘Browse This PC…’

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17. You can then locate the file you want to attach.

You can select the location of the file from the options on the left pane of the window.

You can attach files stored on your PC or network drive by expanding ‘This PC’.

You can attach files sorted on your OneDrive by expanding ‘OneDrive- Birmingham City Council’

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18. Once you have selected your file/s click ‘Insert’. In the example below, the file has been located from

OneDrive.

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19. You will now see the file attached as a copy to the email

20. You can continue writing your email as normal. To see how the recipient will view your encrypted

email, refer to ‘Recipient Journey’ guidance document.

21. If you want to review permissions and revoke access, please refer to the ‘Revoking Access to a

shared file or folder’ guidance document.

22. In your ‘Sent Items’, any encrypted emails will be displayed with an icon.