Sending/viewing Confidential Email with Mobile Outlook Web App (Mobile OWA App)
Microsoft provides OWA for iPhone, OWA for iPad and OWA for Android (Pre-Release). This mobile OWA app supports sedning/viewing confidential email.
NOTE: Microsoft released another email client for mobile, called Outlook app (Outlook for iOS and preview of Outlook for Android). Please note that this app supports sending/viewing confidential email in Inbox only.
Limitations of mobile OWA app
- Mobile OWA app for iPhone and Android cannot open encrypted MS Office document which is attached in confidential email directly. To open encrypted MS Office documents, Word/PowerPoint/Excel for iOS or Android is needed.
- Android 4.4 KitKat or higher version is required to install OWA Android app.
How to setup Mobile OWA App for sending/viewing confidential email?
Download Mobile OWA App [OWA for iPhone, OWA for iPad and OWA for Android (Pre-Release)] with you mobile devices.
For the first time you run the mobile OWA app, it will display the Sign in view. Enter Email address in the format firstname.lastname@example.org and Password, then tap Sign in.
The following screen will then be shown. Tap Advanced.
Enter the following settings, check Server requires encrypted (SSL) connection, and then tap Sign in.
- Email address: email@example.com (e.g. firstname.lastname@example.org)
- Password: your email password
- User name: email@example.com (e.g. firstname.lastname@example.org)
- Server: outlook.office365.com
How to send confidential email to staff?
In Mobile OWA app, tap the New icon.
Add CityU recipient(s) with email addresses in @cityu.edu.hk domain.
Include the keyword #classified (case insensitive) in the email Subject field.
If MS Office documents (Word/Excel/PowerPoint/InfoPath/XPS) are attached, they will be automatically protected with the same restricted access permission even when they are downloaded/detached from the email. But PDF and image type (PNG/JPEG/GIF) attachments will not be protected if they are downloaded/detached from the email.
If you would like to send confidential email as read-only (i.e. recipient(s) cannot print, edit, or forward the email), tap "...", select Set permissions and then select CityU - Read-Only. (the label #classified is optional as all read-only email is encrypted by default)
Tap the Send icon.
How to send confidential email to students, alumni and external parties?
In Mobile OWA app, tap the New icon..
Add recipient(s) outside @cityu.edu.hk domain.
Include the keyword #external (case insensitive) in the email Subject field.
(Detailed information on the use of #classified and #external keywords can be found here.)
Note: Attachments are encrypted with the email, but they are not natively protected with restricted access permission (i.e. they will NOT be encrypted/protected if they are downloaded/detached from the email)
Tap the Send icon.
How to view confidential email?
When receiving confidential email with #external keyword, CityU email system will decrypt it automatically prior to delivering it to your mailbox. You can consider it as normal email (For external recipients to view/reply to confidential email with #external keyword, please refer to here.).
When you receive confidential email from internal sender, Outlook displays it with an icon
Tap the confidential mail to view it.
[Mobile OWA app for iPhone and Android cannot open encrypted MS Office document which is attached in confidential email directly. Please install Word/PowerPoint/Excel for iOS or Android if you want to read encrypted MS Office documents on your mobile device.]
How to reply confidential email?
You can reply to confidential email as replying to normal email. Replied email is confidential as well.
Note: When receiving confidential email with #external keyword, CityU email system will decrypt it automatically prior to delivering it to your mailbox. To reply to this type of email with encryption, please make sure the keyword #external (case insensitive) is included in the email subject.