How to Read A Secure Email

This web page shows you how to get, read, and reply to secure email from DFPS that you received on July 9, 2014 or later (If you received a secure email from DFPS before July 9, 2014, please visit this web page for instructions.)

Note: DFPS staff should not follow these instructions. The process for sending and receiving encrypted email is not changing for DFPS staff.

Create a Microsoft Account

You need to create a Microsoft Account before you start. Please visit the How To Create a Microsoft Account web page for detailed instructions (DFPS staff can skip this step).

If you already have a Microsoft account, please login to your account first.

Receiving & Reading Secure Messages

When you get a secure email from DFPS or any Texas Health and Human Services agency, it says that it contains an encrypted message.

Here is an example of what it looks like on a Gmail account.

Encryptime Gmail screenshot

How do I read a secure/encrypted email?

  1. First you will either View or Download and open the attachment named "message.html"

View or Download Message screenshot

  1. After you open the attachment, you will be directed to the secure email portal web page. Click View Your Encrypted Message.

screenshot with arrow point to view your encrypted message

  1. Select OK from the "Message from web page" pop-up box.

Messagefrom web page pop-up box screenshot

  1. Your secure email message will open automatically. (If it doesn't open, check to make sure you are logged into your Microsoft accounts)

this is an encrypted message from DFPS

Responding to an Encrypted Email

To respond to the email, you must click on Reply, Reply All, or Forward links within the Microsoft web page where you view the message.

screenshot showing choice of reply, reply all and forward

To reply to a secure email:

  1. Click Reply or Reply All at the top of the message within the Microsoft web page where you view the message.
    All recipients are already entered in the To: field in the composition page that displays.
  2. Add any new email addresses in the Cc: or Bcc: fields (click Show Bcc).
    Email addresses can be separated with semi-colons.
  3. Type your reply. The original message is already included in the compose field.
  4. Click Send to send your reply.

To forward a secure email:

  1. Click Forward at the top of the message.
  2. Add email addresses in the To:, CC:, or BCC: fields.
  3. Click Send at top of message.

Note: All Replies or Forwarded emails will be encrypted. When you reply to or forward your secure email, the recipients must log in to their own Microsoft account to read the message.

How do I add an attachment to my Reply email?

All types of files may be attached, including word processor or spreadsheet documents, audio files, image files, web pages saved as HTML files, and more. To add attachments to your secure email:

  1. Click Choose File... in the Insert field and select a file. The selected file is uploaded immediately

Choose file to insert file into email screenshot

  1. To remove attachments, click the "x" next to the document:

Having Problems Receiving Messages?

Encrypted emails contain HTML email attachments that direct you to a log-in page.

File is uploaded immediately screenshot

If the HTML attachment has been blocked, ask your IT support to allow HTML attachments. You should also search your junk email/spam folder for the encrypted email.

Note to DFPS Staff

If you are sending an email from your DFPS account to a personal email account, there may be errors when you try to open the message on a DFPS computer. The best thing to do is open the message on your non-DFPS computer.