Instructions for messages received before July 9, 2014

How to Read a Secure Email

The steps below show you how to access the secure emails that you received from DFPS before July 9, 2014.

  • You will be able to read, reply to, and forward these secure emails until August 31, 2014.
  • You only will be able to read these older secure emails starting September 1, 2014.
  • You must save these secure emails to a personal email archive to read them after September 30, 2015.

If you have questions after reading the instructions below, please email us (If you get a secure DFPS email on July 9, 2014 or later, visit this web page for instructions.)

Receiving & Reading Secure Messages

When you get a secure email from DFPS or any Texas Health and Human Services agency, it says "This is a secure, encrypted message."

How do I read a secure email?

  1. To read secure email, open the email and then open the .html attachment.
    Secure Email message screenshot. Instructs the user to open the attachment to view the secure email message
  2. When you open the attachment, you will be taken to a web page. Enter your Voltage account login information and select Read Message. If you receive an error message or cannot read the email, please check to make sure you are logged in to your Voltage account.
    Read secure message dialogue box
  3. Select OK from the "Message from web page" pop-up box.
    message from webpage pop-up box
  4. The encrypted email message will display.
    Screenshot of an opened e-mail within the Microsoft Exchange Hosted Voltage secure e-mail system.

How do I view Encrypted Email attachments?

In the email you have the option to click on "View" or "Download" which appears next to the attachment.

How to Reply to Secure Email

To reply to a secure email:

  1. Click Reply or Reply All at the top of the message.
  2. Add any new email addresses in the Cc: or Bcc: fields (click Show Bcc). Email addresses can be separated with commas, semi-colons or blank spaces.
  3. Type your reply. The original message is already included in the compose field.
  4. Click Send Secure to send your reply.

Forwarding a Secure Email

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 Secure at the top of the 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?

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 Attach field and select a file.
    The selected file is uploaded immediately.
  2. To remove attachments, click Remove.

Working with Shared Mailboxes

Question: What if I receive a secure message in a shared email account?

Answer: When a secure email is received in a shared email account, the account owner must log in to the secure portal from the shared mailbox account. When you are logged in you then can forward the secure email to other individuals.

Question: What can I do if I have my email account set up to forward my emails to another person's account?

Answer: You have two options:

  • Option A: Request that DFPS emails be sent directly to the other person's email account. For your security and privacy, this is the better option.
  • Option B: Share your portal email account login and password information with the other person so that they can retrieve and manage messages in your absence. This is the less secure option, because the other person will have access to read any and all secure emails sent to you.

assortment of smart phones

Using a Smartphone to Access Encrypted Email

  1. Forward the message you want to read to:
  2. You will receive an email with a link to access your secure message.
  3. Click the link to be taken to the secure message portal. From there you can reply and forward the message.
  4. Contact your smartphone provider for additional support issues.

Having Problems Receiving Messages?

Encrypted emails are sent as an email attachment. Your email system must allow HTML attachments for you to read the secure message.

email attachement image. Give the user the option to View or Download the attachment

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

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.