Contents Guidance for sending and receiving an encrypted NHSmail e-mail Introduction 2 Sending an encrypted e-mail to a VERIFIED e-mail address 2 Receiving an encrypted e-mail 4 Reply to and forward encrypted e-mails 7 Registration - If you have not previously received an encrypted email from the Trend Micro email encryption service (Gmail, Hotmail.nhs.uk) 8 Keeping encrypted e-mails 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 e-mail accounts 13 How to switch between email accounts 15 Distribution lists 17 1
Introduction NHSmail is national secure email service for health and social care designed to enable the secure exchange of information by email. Users of the service send from an email address ending with either @nhs.net or @hscic.gov.uk. The service allows NHSmail users to send secure, encrypted emails to any email service such as free global hosted email services such as Gmail/Hotmail and company run email services. This document provides guidance for recipients of encrypted emails sent from an NHSmail account. It explains how to open and read an encrypted email 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 e-mail to a VERIFIED e-mail address (i.e. you are certain of the recipient i.e. you have emailed them before (Gmail,.nhs.uk, Hotmail) To send an encrypted e-mail from your NHSmail e-mail address only (gina.holmes1@nhs.net), create a new e-mail message. 1. Ensure the recipient s e-mail address is correct. 2. In the Subject field of the e-mail, 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 e-mail will be sent unencrypted in plain text, and may potentially be exposed to interception or amendment. Please see below. 2
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 e-mail account or through logging into NHSmail if you have not added the mailbox into Outlook: www.nhs.net. Please note: [secure] is not case sensitive and [SECURE] or [Secure] for example could also be used. 3
3. Click Open my email 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
5. You will then be able to: Read the From, To, Sent and Subject information Read the email message Reply to the sender Reply to all recipients Forward the email Download attachments 6
Reply to and forward encrypted emails You can reply to or forward encrypted emails. Your emails will be automatically encrypted. You can include attachments if required. Open an encrypted NHSmail email 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
Registration If you have not previously received an encrypted email from the Trend Micro email 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 email messages sent from any NHSmail user. If your email address is not correctly displayed, click the (Not your email?) link 1. Click Register The Register Encryption Account screen will be displayed. 8
2. Complete all fields and tick the agreement box. Enter and confirm your password you will need to use this password to open encrypted emails 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
The Check your email to activate your account screen will be displayed. 3. A message prompts you to check your inbox for a registration confirmation email message and follow instructions in the email message to confirm your encryption account. Registration confirmation email 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 emails. 10
Once you have completed registration, you are registered to receive encrypted email from any NHSmail user and do not need to register again if another NHSmail user sends you an encrypted email. 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 email using the same Trend Micro email encryption, your Trend Micro account credentials can be used to decrypt these messages too. Keeping encrypted e-mails secure Before sending an encrypted e-mail, 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: http://www.mansfieldandashfieldccg.nhs.uk/images/i/governanceandpolicy/nhsma il%20blocked%20and%20allowed%20attachments%20dec%2020131.pdf For further information contact the NHSmail helpdesk on 0333 200 1133 or e- mail helpdesk@nhs.net. The helpdesk is available 24 hours a day, 7 days a week. 11
Frequently asked questions Q: What is the maximum number of email addresses that can be included on a reply to an encrypted email or when the email is forwarded? A: You can reply to, or forward the encrypted email to a maximum of 200 recipients. Q: If I want to forward an encrypted email I ve received to someone else, will the email 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 emails? No. Email delivery over the Internet has no guarantees that a message will reach its intended recipient as Internet email can be silently lost. Q: What is the maximum attachment size I can send on encrypted email replies / forwards? A: 20Mb. 12
Adding your NHSmail inbox into your Outlook inbox and how to switch between email accounts 1. Open Microsoft Outlook 2. Click on file 3. Click on add account 13
4. Enter your name, your NHSmail email 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
1. Click on new email How to switch between email accounts 2. Select the email 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
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
Distribution lists M&A and N&S now have distribution lists in Microsoft Outlook 1. Click on new email 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
You will then be able to select which e-mail address you can send the information from. 18