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Secure Mail

GREATER EMAIL SECURITY

All emails from AAU sent via Outlook are automatically sent as encrypted. This means that their transport to the recipient’s email server is done securely. This also applies to function mailboxes.

However, we cannot ensure that the recipient’s transfer of an email from their own server to their own email system is secure.

krypteret email aau

Therefore, before sending an email, spend a few seconds considering whether it would still be acceptable if a stranger were to read the content of the email if it were forwarded or whether it would be acceptable if someone else were able to access it. If not, and you therefore need to send the content as encrypted content, read more under ‘Category 3 – encrypted content’.

DEVIATIONS FROM AUTOMATIC ENCRYPTED DELIVERY

There are some deviations. These are divided into three categories:

  1. Error during encrypted delivery
  2. Alternatives to email – e-Boks and Digital Post
  3. Encrypted content

You can read more about the three categories below. 

GENERAL PRECAUTIONS

Besides being aware of whether emails and content should be sent with or without encryption, it is important to take other precautions when you send and receive messages, e.g.:

YOU MAY NOT

  • Send emails containing internal, sensitive or confidential information about a third party to recipients outside AAU.
  • Store emails containing sensitive or confidential personal data in your inbox for more than 30 days. No later than after 30 days, such data must be moved into a system designed to process sensitive and confidential personal data, such as our DMS (Document Management System), Work Zone.

Slet personfølsomme oplysninger efter 30 dage

YOU MAY

SPAM EMAILS

In the fight against spam and phishing, common sense is the most important tool.

Your inbox is under constant attack from spam emails from senders trying to get their hands on your money or data. A professional spammer can falsify their sender address in less than 10 seconds so that it is the same as that of your family members, friends or bank.

Spam mails ogg phising mails

(Figure translated: "Hey, what is your CPR nr. on [...]" - "Hey, i need your password for [...])

PHISHING EMAILS

Phishing emails are emails that look like they come from PBS, your bank, AAU, etc., but this is not the case. They are sent by people who are trying to trick you into disclosing information such as your credit card details or the password for your email account. 

You should never respond to phishing emails, and you should never click on links in the emails. This also applies if the sender claims that you will never hear from them again if only you click ‘no thanks’.

Read more about phishing emails

Go to ITS.aau.dk