Overview

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University of California, San Diego (UCSD) and UC San Diego Health, have deployed Proofpoint Email Protection to provide protection of certain sensitive information when sent via email from the UC San Diego network to external recipients. The information below outlines how to use this system.

For more information about Proofpoint Email Protection, see: 

• How to send encrypted emails from UC San Diego or UC San Diego Health
• Frequently asked questions regarding email encryption. 

Critical Concepts

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• Proofpoint Email Protection is enabled for all UC San Diego and Health Sciences users. Anyone who sends sensitive information to external (outside of UC San Diego) recipients must use encryption.

Steps to Take

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When you receive a secure message, it will look like the image below in your mailbox. This image lets you know that there is sensitive information enclosed in the email. To read the message, click on the link in the box. After that, open the attachment.

1. If this is your first time opening an encrypted message, you will have to register.

The first time you receive a secure message, you will be prompted to create an account to register with Proofpoint Encryption. You will see the following message the first time you use Proofpoint Encryption:

1. Enter the following information and click Continue:
   
   • First Name
   • Last Name
   • Password
2. The password must meet the following requirements:
   
   • Passwords must be 8-32 characters long.
     
   • At least one digit (0-9) is required.
     
   • At least one symbol character is required.
     
   • Both uppercase and lowercase characters are required.
     
   • Your username may not appear in the password.  
3.  During this process, a Validation Code will be sent to your inbox. The Validation Code will look like this and come from noreply@ucsd.edu. Enter the validation code and click continue.
   
   

2. Already registered? 

If you have already registered, you will be asked to log-in with the email address and password you created when you first registered with Proofpoint Encryption. 

3. Read your Message

The Reply, Reply All, and Forward options are available if your organization's security policy allows these. 

4. If you click reply, you cannot add more recipients to the message. 

5. If you click Reply All or Forward, you can add more recipients to the message.

If the message is forwarded, recipients may or may not be restricted to certain domains according to your organization’s security policies.

6. Click Logout when you are done.

7. Your Password expires after a period of time 

Your password may expire after a period of time. The password expiration is determined by your email administrator. If your password is about to expire, you will see the message “Your password will expire in n days” displayed in a secure message.

Click the link next to the expiration message to reset your password.

• If your password expires before you have a chance to reset it, you will be prompted to reset it the next time you read a secure message.

Click Forgot Password to send a password reset link to your email, and following the prompts for resetting your password.