- The Secure Email service does not automatically insert the email into the official medical record.
- Secure email that is sent to Stanford's mailing list service (@lists.stanford.edu) must be sent to a secure mailing list. Otherwise, it will be rejected.See How to Set up a Secure Mailing List for more information.
- Secure: can occur anywhere in the subject line of your message but always include the colon. Secure: is not case sensitive — you can use any combination of upper and lower case letters
- Email with "Secure:" anywhere in the subject line is routed through the Secure Email server unless it is going to a trusted domain (e.g., a Stanford Email account, @stanfordchildrens.org, @stanfordhealthcare.org). Trusted domains receive secure email directly without having to verify identity.
- Any email containing High Risk Data must include Secure: somewhere in the subject line, however it is recommended, and good practice, to include secure: in the subject line of any message that contains Moderate Risk Data as well. While your intended recipient may have an @stanford.edu, @stanfordchildrens.org, or @stanfordhealthcare.org address, you do not know where the message will be automatically forwarded or manually resent after being read by the original recipient.
- Do not put sensitive data in the subject line because the subject line is not secured.
- If you reply to a secure email, your reply will be sent securely provided that "Secure:" is somewhere in the subject line. You do not need to remove the "RE:" from the subject line.
To send secure email:
- If you are sending a message using a desktop client such as Outlook or Apple Mail, verify that your client is configured correctly. See Configuring Your Email Program to check your settings. The Secure Email settings are the same as those for regular email.
If you are sending a message using webmail, your settings are correct so no action is required.
- Put Secure: anywhere in the subject line of the message and then continue typing your subject line. (Be sure to include the colon.)
Example subject line: Secure: Regarding Your Appointment
- Compose your message and send it as you would normally.