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Secure email at AAU

Do you need to share data with others at AAU? Or do you have a collaboration with someone outside the organisation? Learn more about how to send secure emails and keep information protected.

Kuvert med teksten "secure mail" og en hængelås.

Secure email at AAU

Do you need to share data with others at AAU? Or do you have a collaboration with someone outside the organisation? Learn more about how to send secure emails and keep information protected.

Kuvert med teksten "secure mail" og en hængelås.

What is secure email?

Secure email covers a lot of things, but in short, it's about sending information securely via email.

When you send emails via your AAU email through Outlook, the information is automatically encrypted during transmission (TLS 1.2) - both when you send from your own AAU email or a shared mailbox. This means that the transport from your AAU mail to the recipient's mail server is secure. However, you should be aware that there is no way to ensure that the recipient's mail system retrieves your mail from the mail server in a secure way.

A rule of thumb

When you send emails from your AAU email through Outlook to another AAU user who also uses Outlook, the information is secure.

Therefore, before you send the email, you should consider whether the content can still be read by strangers if your email is forwarded or if someone gains access to read it. If you are unsure whether the information in your email can be read by strangers, use the data classification to assess which data type your information belongs to.

Data Classifica... What?

Not sure what type your data is? Do you know how to store it correctly? And do you share it with others in a secure way? Read more about how to classify your information so it's handled correctly.

To personer arbejder sammen om en computer og en notesbog.
Read more about data classification here

Data Classifica... What?

Not sure what type your data is? Do you know how to store it correctly? And do you share it with others in a secure way? Read more about how to classify your information so it's handled correctly.

Read more about data classification here
To personer arbejder sammen om en computer og en notesbog.

How should I send my information?

Good to know about email at AAU

  1. 1

    Private use

    You are allowed to use your AAU email privately (to a limited extent). However, it is recommended that you keep your private emails in a folder labelled "Private". You can read more about AAU's email and calendar policy here.

  2. 2

    Email storage

    Do NOT keep emails containing sensitive or confidential personal data in your mailbox for longer than necessary. As a rule of thumb, it is recommended that you move such data to e.g. Workzone after 30 days at the latest.

  3. 3

    Other channels

    You are allowed to send large amounts of data via channels other than your AAU email. However, you must ensure that the channel you use is suitable for the type of data you want to send. You can read more about this here.

To personer i kitler står sammen og kigger på en brochure.

Frequently Asked Questions (FAQ)

Do you have a question that you haven't found the answer to yet? Then you might be lucky that others have asked the same question before. On this page you will find the most frequently asked questions about information security at Aalborg University.

To personer i kitler står sammen og kigger på en brochure.
Find frequently asked questions (FAQ)