Encryption of files and email messages

If you need to send an email containing a single personal identification number, you can use Microsoft 365 Message Encryption. Note that this encryption is not approved for sensitive personal data, personal data meriting extra protection or confidential information. Emails containing multiple personal identification numbers must not be sent with this encryption method; instead, they should be sent as an attached file encrypted with Encrypto.

For internal emails, the message will simply be marked as encrypted, and no additional steps are needed to open it if the recipient uses the web client at outlook.hb.se or Office 365. If the recipient uses Outlook 2016 to open the message, they will need to click a link, and the email will open in the web client.

For external emails, the recipient will need to click a link and request a one-time password to access the message.

Important:
S/MIME encryption should not be used. Only Microsoft 365 Message Encryption should be used (see the guide below). This encryption functionality is only available in the web client outlook.hb.se or if Office 365 is installed. The encryption feature is not available in Outlook 2016.
Encryption of emails in Outlook (external link)

File encryption is performed using the pre-installed program Encrypto. Below you will find instructions on how to encrypt and decrypt files with Encrypto.

When you encrypt files, you will be prompted to set a password. For security reasons, it is recommended to use at least 16 characters, preferably a mix of uppercase and lowercase letters, numbers, and special characters. Once this is done, a new file will be created with the .encrypto file extension at the end of the filename. This is the file you should send to the recipient.

When receiving an encrypted file, you need to know the password set by the person who created the file. The password should NOT be communicated via email but sent through another channel, e.g., via SMS or phone call. You also need to have the software installed on your unit to be able to decrypt. Instructions how to install the software can be found in the menu on this page.

Encrypt a file or folder

Right-click on the file you want to encrypt and select "Encrypt with Encrypto."

Enter a password that will be required for the file to be decrypted by the recipient. For security reasons, it is recommended to use at least 16 characters, preferably a mix of uppercase and lowercase letters, numbers, and special characters.  Then click "Encrypt".

Click "Save as" to save the encrypted file to the desired location.

You have now created an encrypted file. The file has the .crypto extension and a different icon.

Decrypt a file or folder

To open/decrypt the file, you can right-click and select "Decrypt with Encrypto" or double-click.

You now need to enter the password for the encrypted file and click "Decrypt".

The file is now decrypted, and you can save it to the desired location by clicking "Save as." Remember to save the file in an appropriate storage area that follows the university's storage rules.

If you want to go directly to the location where you saved the file, you can click "Open in Explorer".

The file is decrypted and unpacked and can be opened.

File encryption is performed using the pre-installed program Encrypto. Below you will find instructions on how to encrypt and decrypt files with Encrypto.

If you have a Mac computer, you need to download Encrypto via the App Store. Here are instructions on how to install the program, encrypt, and decrypt a file.

When you encrypt files, you will be prompted to set a password. For security reasons, it is recommended to use at least 16 characters, preferably a mix of uppercase and lowercase letters, numbers, and special characters. Once this is done, a new file will be created with the .encrypto file extension at the end of the filename. This is the file you should send to the recipient.

When receiving an encrypted file, you need to know the password set by the person who created the file. The password should NOT be communicated via email but sent through another channel, e.g., via SMS or phone call. You also need to have the software installed on your unit to be able to decrypt. Instructions how to install the software can be found in the menu on this page.

Install Encrypto

Open the "App Store" in the dock. It can also be found in Finder -> Apps and in Launchpad.

1. Search for "Encrypto" in the top left and press enter.
2. Click "Get" or a blue cloud icon with a downward arrow to download the software. 

Encrypt a file or folder

Right-click/secondary-click on the file you want to encrypt and select "Encrypt or Decrypt with Encrypto."

Enter a password that will be required for the file to be decrypted by the recipient. Then click "Encrypt"

Click "Save as" to save the encrypted file to the desired location.

You have now created an encrypted file. The file has the .crypto extension and a different icon symbol.

Decrypt a file or folder

Note! Before you choose to decrypt a file, it is important to do so in an appropriate file area. If the file contains sensitive information and cannot be stored or decrypted on a cloud service like OneDrive, make sure to decrypt the file locally on your computer or another suitable storage area. Remember to follow the university's storage rules.

To open/decrypt the file, you can right-click/secondary-click and select "Encrypt or Decrypt with Encrypto" or double-click.

You now need to enter the password for the encrypted file and click "Decrypt".

The file is now decrypted, and you can save it to the desired location by clicking "Save as." Remember to save the file in an appropriate storage area that follows the university's storage rules.

If you want to go directly to the location where you saved the file, you can click "Reveal in Finder".

The file is decrypted and unpacked and can be opened.

File encryption is performed using the pre-installed program Encrypto. Below you will find instructions on how to encrypt and decrypt files with Encrypto.

If you have a PC without the HB installation, you need to download Encrypto. Here are instructions on how to install the program, encrypt, and decrypt a file.

When you encrypt files, you will be prompted to set a password. For security reasons, it is recommended to use at least 16 characters, preferably a mix of uppercase and lowercase letters, numbers, and special characters. Once this is done, a new file will be created with the .encrypto file extension at the end of the filename. This is the file you should send to the recipient.

When receiving an encrypted file, you need to know the password set by the person who created the file. The password should NOT be communicated via email but sent through another channel, e.g., via SMS or phone call.

Encrypt a file or folder

Right-click on the file you want to encrypt and select "Encrypt with Encrypto."

Enter a password that will be required for the file to be decrypted by the recipient. For security reasons, it is recommended to use at least 16 characters, preferably a mix of uppercase and lowercase letters, numbers, and special characters.  Then click "Encrypt".

Click "Save as" to save the encrypted file to the desired location.

You have now created an encrypted file. The file has the .crypto extension and a different icon.

Decrypt a file or folder

To open/decrypt the file, you can right-click and select "Decrypt with Encrypto" or double-click.

You now need to enter the password for the encrypted file and click "Decrypt".

The file is now decrypted, and you can save it to the desired location by clicking "Save as." Remember to save the file in an appropriate storage area that follows the university's storage rules.

If you want to go directly to the location where you saved the file, you can click "Open in Explorer".

The file is decrypted and unpacked and can be opened.