Email Security Features
Your Providence College Office 365 email account includes a number of email security features to protect you and your data from scams, phishing attacks, and identity theft.
External Sender Flag and Banner
Any emails originating from a sender outside of Providence College will be flagged with [External] in the subject and contain a banner at the end of the message warning you that the email originated from outside of the college. This is to help protect our users from scams that pretend to be coming from an official Providence College source.
Data Loss Protection (DLP) Rules
Any emails containing social security numbers or credit card numbers are blocked from being sent. This includes the body of the email along with any attachments or previous messages that may have contained this sensitive information.
If you must send this type of information in an email, we suggest encrypting your email using the method described below.
The Providence College Office 365 email accounts allow anyone to encrypt an email prior to sending it. This protects the data contained within the email. If you need to send an email that contains personally identifiable information (PII), such as social security numbers or credit card numbers, you must encrypt the message prior to sending it.
Encrypting an email is as simple as adding a flag to the subject. Simply start your subject with [PC-Encrypt] (you must include the brackets) and your email will automatically be encrypted as it is sent. The recipient of an encrypted email will be asked to either log into their Microsoft account or be sent a one time passcode. If they choose to log in with the Microsoft account, the account must match the email address to which the email was sent. The most common, and easiest, method to open an encrypted message is to use a one time passcode.
Safe Links and Safe Attachments
Safe Links and Safe Attachments are available only on faculty and staff email accounts.
Safe Links is a system which runs a URL through Microsoft’s security services to determine whether or not it points to a compromised or malicious website. You will notice that the URL for any links in emails will be replaced with a Safe Links URL that will redirect you to the desired site upon a successful check. It works seamlessly and promptly. Users should notice no delay in accessing URLs from emails.
Safe Attachments works similarly to Safe Links in that any email attachments are run through an anti-virus system before being delivered. If an attachment is found to be malicious, it will be removed and replaced by a file that states that the malicious attachment was removed.