How to view Encrypted Messages Externally

Quick Links: | Article Summary | Why you received this | View an encrypted message (desktop) | Verify your identity (one-time passcode) | Security and data handling | Help and support |

Article Summary  

This article explains how recipients outside Chico State can open and read an encrypted email sent by a Chico State sender using Microsoft Purview Message Encryption. You’ll learn what the “Read the message” button does, how to verify your identity (including the one-time passcode option), and where to get help if needed.

Don’t think your message should have been encrypted? If you feel your content did not contain sensitive data, please report the issue to us so we can refine detection rules: Microsoft Purview - DLP Alert Review.

Why you received this  

Chico State’s Division of IT has deployed Microsoft Purview Message Encryption to protect messages that may include confidential or sensitive data. If you received an encrypted email from a Chico State sender, it means the message was protected so only intended recipients can read it.

• It’s normal to see a “Read the message” button—that’s part of Microsoft’s secure viewing experience.
• It’s safe to proceed if you recognize and trust the Chico State sender.
• Works with Gmail, Yahoo, Outlook.com, and most other providers. The steps below cover the desktop experience.

Process and/or procedure: View an encrypted message (desktop)  

1. Open the email in your inbox.
   • The subject and body may indicate the message is encrypted.
   • You will see a button or link labeled Read the message.
2. Select Read the message.
   • A secure Microsoft viewer will open in your web browser.Choose how to sign in.
     1. If you already have a Microsoft account tied to that email: You can pick the Microsoft sign-in option instead and skip to step 6.
     2. If the email is a Gmail, Yahoo, or other personal account: Select Sign in with a one-time passcode (recommended for most external recipients).
3. You will be prompted for a passcode
   
4. Check your E-mail.  The E-mail account that originally received the Purview encrypted message.  A new message should arrive with the passcode.  The passcode is valid for 15 minutes.
5. Enter your passcode
6. Read your message.
   • Once verified, the encrypted content opens in the secure viewer.
   • Depending on the sender’s settings, you may be able to reply securely.

What to expect during verification (one-time passcode)  

1. Choose “Sign in with a one-time passcode.”
2. Check your inbox for a new email from Microsoft with the passcode.
   • This passcode is sent to the same email address that received the encrypted message.
   • If you don’t see it after a minute, check your spam/junk folder.
3. Enter the passcode on the verification screen.
4. Access granted. The secure viewer opens and displays the encrypted message.

Security and data handling  

Encrypted emails help protect sensitive information from unauthorized access. For details on how Chico State classifies and protects data, see: Microsoft Purview.

Tip: Only open encrypted messages you are expecting and from senders you trust. If in doubt, contact the sender via a known method (e.g., a phone number you already have) before proceeding.

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