Secure email service

We use Microsoft 365 to provide our secure email service which adds an extra layer of security to emails containing personal and sensitive data, and sets specific restrictions, such as Do Not Forward or Do Not Print.

If you receive a secure email from us, instead of seeing the content of the email, there will be a link for you to view it online. This is a free service which allows you to access and respond to this message securely.

If you have any doubts about the validity of the email, please contact the sender.

Opening a secure email

Step 1 - Open the email and select Read the message.

Step 2 - Choose how you will sign in

a) Sign in with a One-time passcode

You will always have the option to sign in to view the email content using a One-time passcode.

A single-use code will be sent to you by email. The code will expire in 15 minutes.

b) Sign in with your Google/Yahoo/Microsoft Account (as applicable).

Some email services can be used to sign in directly. If available, you can select the option to sign in with your email service to view the secure email.

Step 3 If you get a request for permission, tap Yes or Allow to view the message.

More detailed instructions

View the Microsoft guide for opening protected messages for more detailed instructions with screenshots, tips and known issues.

Replying to secure emails

When you reply to a secure email, the reply and any further emails are also protected.

You will be added as a CC recipient so you receive a copy of your reply. You can remove this  option, but you will no longer receive copies of your replies.

Issues and tips

Messages open in a browser

On a desktop or browser the secure message will always display in a new browser tab. You will not be able to view the secure message within the email application window.

On a mobile app your secure message will always display in a browser tab.

Avoiding repeated One-time passcode requests

You can remain signed in to avoid repeated One-time passcode requests. This might be useful if you get a lot of secure emails daily but you should only do this if you are using a private computer.

Follow the One-time passcode instructions. When you get the prompt to check your email, tick the box 'This is a private computer. Keep me signed in for 12 hours'.

'.rpmsg' attachment

You may notice a 'rpmsg' attachment; this cannot be opened or viewed but is part of the secure email message.

Gmail app One-time password requests

If you're unable to access the One-time password in the Gmail app, tap and hold the Read the message link and select Open link (iOS) or Open in Browser (Android).

The web portal will open in a browser window, allowing you to switch between the Gmail app and browser to complete the OTP steps.

M365 approval required

As a Microsoft 365 user, you may need your IT department to provide admin approval to sign in with your Microsoft account.

You can still access the message using a One-time password.