Background
Microsoft Azure Information Protection (AIP) is an information protection technology. It is aimed at reducing information leakage and seamlessly integrated with VTC Staff Email System, VTC Document Portal (SharePoint) and more. AIP protects data at rest, in transit and in use.
To cope with the Information Security Policy and Data Classification and Handling Guideline, Azure Information Protection provides an Data Encryption Platform to allow VTC Staff to handle and send classified email in a secured and convenient way.
Features
- Secure: Email and attachment encryption
- Ease of Use: One-click Action, easy to secure
- Integrated: Supported in Outlook and Webmail
- Data Leakage Prevention: Avoid unauthorized access from external
- Wide-coverage: Supported by Microsoft Office Document and all files type in email envelope
AIP - General (
Applicable to Staff ONLY)
Q1: How to send Microsoft Azure Information Protection (AIP) encrypted email via Webmail?
Applicable to Staff ONLY
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To send encrypted email,
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Compose a new message as usual,
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Click on the [No label] icon from Message button.
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Select either [VTC - Confidential-Restricted] and [VTC - Confidential-Restricted (Ready Only)] option from the drop down box.
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A mail tips will appear on the top of the message header showing the selected protection option.
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Send the message.
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Q2: How to send Microsoft Azure Information Protection (AIP) encrypted email via Outlook ?
Applicable to Staff ONLY
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To send encrypted email,
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Compose a new message as usual,
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Click on the Message Tab and select [Sensitivity].
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Select either [VTC - Confidential-Restricted] and [VTC - Confidential-Restricted (Ready Only)] option from the drop down box.
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A mail tips will appear on the top of the message header showing the selected protection option.
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Send the message.
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Q3: How to classify the email being sent ?
Q4: How to encrypt email attachment via Outlook or Webmail ?
Applicable to Staff ONLY
Supported file attachment is encrypted automatically if it is attached in an AIP encrypted email.
Below are the supported file type:
Word: doc, docx
Excel: xls, xlsx, xlsm
PowerPoint: ppt, pptx, pptm
For others file types, the attachment will remain encrypted if it is within the mail.
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Q5: What is the difference between [VTC - Confidential/Restricted] , [VTC - Confidential/Restricted (Ready Only)] ?
Applicable to Staff ONLY Answer:
Please refer to the following table.
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Q6: Can external recipients read the encrypted email messages ?
Applicable to Staff ONLY
No
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Q7: Can VTC student read the encrypted email ?
Applicable to Staff ONLY
No
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Q8: Can I read encrypted email on Mac OS ?
Applicable to Staff ONLY
Yes, you can install Office latest version for Mac or use webmail.
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Q9: When I open a document, it shows "You have not been granted the rights necessary to complete the specified operation. Contact the content owner for additional rights." ?
Applicable to Staff ONLY
It is indicated you don't have the access right, please contact the sender.
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Q10: What is the software requirements to read encrypted email on different platforms ?
Applicable to Staff ONLY
Please refer to the following software requirements.
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Windows
(7 or above) |
Mac OS X
(10.10 or above) |
iOS
(8.0 or above) |
Android
(4.0.3 or above) |
| Reading AIP encrypted email |
- Outlook from Microsoft 365 Apps
- Outlook 2016, 2019
- Windows Mail |
- Microsoft 365 Outlook for Mac
- Outlook 2019 for Mac, Ver 16.40 or later
- Outlook 2016 for Mac, ver 16.16.27 or later
- Web browser |
- Azure Information Protection app (viewing protected email)
- Outlook for iPad and iPhone |
- Azure Information Protection app (viewing protected emails)
- Outlook for Android
- Samsung Email (S3 and later) |
| Reading Word, Excel, PowerPoint in AIP encrypted email |
- Microsoft 365 apps
- Office 2016, 2019
- Office Online |
- Microsoft 365 Apps
- Office 2019 for Mac, Ver. 16.40 or later
- Office 2016 for Mac, Ver. 16.16.27 or later
- Office Online |
- Office Mobile Apps
- Office Online |
- Office Mobile Apps
- Office Online |
| Reading PDF file in AIP encrypted email |
Adobe Acrobat Reader |
Adobe Acrobat Reader |
Microsoft Outlook for iPad and iPhone |
Adobe Acrobat Reader App |
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Q11: How to edit Microsoft Office document (Word, Excel, PowerPoint) in AIP encrypted email via Outlook in the desktop PC ?
Applicable to Staff ONLY
Microsoft Office document in AIP encrypted email is opened in read-only mode. Please save a copy to edit the content of the document.
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AIP - Advanced ( Applicable to Staff ONLY)
Q1: How to send encrypted email via mobile phone ?
Applicable to Staff ONLY
Yes. It is supported but you can read encrypted email.
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Q2: Can I read encrypted email on desktop computer without Microsoft Outlook ? How ?
Applicable to Staff ONLY
You may check encrypted email through webmail.
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Q3: Can I read encrypted email on mobile device ?
Applicable to Staff ONLY
Yes, you can read encrypted email through Outlook App on mobile device
iOS user: Please refer to App Store.
Android user: Please refer to Play Store
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Q4: If I attached AIP unsupported documents(eg. pdf, jpeg), can my email be encrypted ?
Applicable to Staff ONLY
Yes, the attachment will remain encrypted if it is within the AIP encrypted mail. But the document will not be encrypted once it is saved to the computer.
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Q5: What should I do if I want to encrypt PDF file ?
Applicable to Staff ONLY
Please attach PDF file as attachment in an encrypted email as like as other file types (e.g. jpeg, txt).
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Q6: How to encrypt Word file by AIP ?
Applicable to Staff ONLY
Word M365 Version
1. Select File tab in the MS Office word document.
2. Select Info tab, and you may found the Protect Document button.
3. Press the Protect Document button and select Restrict Access
4. Select a Label on Pop-up menu [Sensitivity]
5. Select either [VTC - Confidential-Restricted], [VTC - Confidential-Restricted (Ready Only)] option from the list.
6. Click to "Back" button go back to document.
Please watch the below demonstration video.
Demo Video: How to encrypt Word file by AIP (Word M365 Version) ?
Word 2019 Version
1. Select File tab in the MS Office word document.
2. Select Info tab, and you may found the Protect Document button.
3. Press the Protect Document button and select Restrict Access on the drop-down list.
4. Select either [VTC - Confidential-Restricted], [VTC - Confidential-Restricted (Ready Only)] option from the list.
5. Click to "Back" button go back to document.
Please watch the below demonstration video.
Demo Video: How to encrypt Word file by AIP (Word 2019 Version) ?
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Q7: How to encrypt outlook mail by AIP ?
Applicable to Staff ONLY
Outlook M365 Version
1. Compose a new message as usual,
2. Click on the Message Tab and select [Sensitivity]
3. Select either [VTC - Confidential-Restricted], [VTC - Confidential-Restricted (Ready Only)] from the list.
4. A mail tip will appear on the top of the message header showing the selected protection option.
Please watch the below demonstration video.
Demo Video: How to encrypt outlook M365 mail by AIP ?
Outlook 2019 Version
1. Compose a new message as usual,
2. Select Info tab, and you may found the [Set Permission] button.
3. Select either [VTC - Confidential-Restricted], [VTC - Confidential-Restricted (Ready Only)] option from the list.
4. Click to "Back" button go back to message.
5. A mail tip will appear on the top of the message header showing the selected protection option.
Please watch the below demonstration video.
Demo Video: How to encrypt outlook 2019 mail by AIP
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Q8: If the original owner of AIP-protected file left the VTC, how to update the file owner ?
Applicable to Staff ONLY
Even if the original owner left the VTC, the file should still be accessible by authorized users. But if update of file owner is needed, department would need to submit to ITSD Service Desk for arranging updates.
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Q9: If received the AIP protected email and I can’t open it using Outlook, it prompted out:
Applicable to Staff ONLY
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Please check if the email could be read by using Webmail (Direct link: https://webmail.vtc.edu.hk/ ), If it is readable on Webmail, it means the permission should be correct. Please try to sign out your MS Office Application (in menu, File > Account > Sign out), and then sign in again.
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