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How to send files securely

In order to protect University Information, all files and documents should be encrypted in advance, using a strong password before sending them. The password for the encrypted file must be sent to the recipient using an alternative transfer method, such as in person, over the phone or by text. 

How to email files securely

  1. Save the confidential information to a Microsoft Office document, such as Microsoft Word or Excel.
  2. Encrypt the Microsoft document by password protecting it using a (opens in a new window)strong password.
  3. (opens in a new window)Attach the encrypted document to the email.
  4. Send the password for the encrypted document separately, either in person, over the phone or by text.
  5. Dont forget to delete the encrypted document\attachment from your files after you have sent it.

How to send large files securely

If the encrypted files are over the Gmail attachment limit of 25mb, then the files can be sent using the University’s bulk file transfer service "Filesender". 

Why do I need to encrypt attachment?

Encrypting attachments helps protect confidential information if either the recipient’s or your email account is compromised. Without the decryption password, encrypted files cannot be viewed by anyone, including yourself. Please do not use your UCD email account as a record management system and delete emails on a regular basis, including emails in the “sent” email folder.

UCD IT Services

Computer Centre, University College Dublin, Belfield, Dublin 4, Ireland.

Contact us via the UCD IT Support Hub: www.ucd.ie/ithelp