In the “Outlook Options” dialog box that opens, click on “Trust Center” in the left tool bar, and then on “Trust Center Settings.” To modify your MS Outlook settings to digitally sign all outgoing email, click on the “File” tab from your Inbox, and then on “Options” in the left tool bar. Encryption works best when the sender and receiver have previously communicated with each other via digitally signed emails, and when both choose and agree to exchange unclassified information that requires encryption. NDU highly recommends that you DO NOT modify your MS Outlook settings to encrypt contents and attachments for ALL outgoing messages, as this may prevent many of your email recipients from opening your email. You can choose to “Encrypt” or “Sign” this email without affecting the settings for other outgoing email.
To toggle ON or OFF a digital signature or encryption in MS Outlook, open a “New Email,” click on the “File” tab, and then click on the “Options” tab. NDU recommends that you toggle your digital signature and encryption options on and off depending upon the type of information you are sending via email message, although it is also acceptable to enable your digital signature for all outgoing email (See “MS Outlook Settings,” below).
Sending Digitally Signed or Encrypted Email Messages
If the email was sent without access to your current public key, you will not be able to open the email. When you open the email, you may be prompted to enter your CAC PIN. A gold padlock will appear in the far right corner of the message. When you receive an encrypted email message, a padlock appears next to the subject line of the email in your inbox. Once the email is open, the signer’s name appears after “Signed By” in the header of the message, and a red ribbon will appear in the far right corner of the message. When you receive a digitally signed email message, a red ribbon appears next to the subject line of the email in your inbox. Receiving Digitally Signed Email Messages Select the options you want to be displayed in the two Quick Action slots using the dropdowns and then click “OK.NDU technically supports encrypting and digitally signing out-going email using Microsoft Outlook 2010 and a DoD-issued Common Access Card (CAC) on NDU's network email servers (" following instructions apply only to the use of MS Outlook 2010 on NDU network-based Exchange email servers using a CAC. This will bring up the Quick Actions panel. Next, in the menu that appears, select the “Set Quick Actions” option. To change the buttons, click Home > Follow Up. Flag/ Clear Flag (this is the Follow Up flag).You can change the Quick Action buttons to any of the following five actions: In this case, marking the email to be followed up or moving it to the Deleted Items folder. If you click one of the buttons, it performs the named action. By default, the buttons show the Follow Up flag and the Delete bin icons. They appear when your cursor is hovering over an email. You’ve probably seen Quick Action buttons in Outlook already but never really took much notice of them.
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Here’s how to use Quick Action buttons to add one-click options that appear over every email to perform each action. There are probably actions you regularly perform in Outlook, such as deleting, archiving, and marking things as read.
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