e-mail Encryption Procedures Using the WinZip Utility
Select the directory of the document (i.e., Word document) you wish to encrypt
Right click on the file name
Select the WinZip option and then:
Zip and e-mail plus
The window for zip and e-mail plus will appear, in the bottom left box, check the option:
Encrypt Zip File - then select OK
Enter the 'encryption key'/'pass phrase' in the space provided [this phrase will need to be shared with the recipient to enable the file to be opened]
Confirm the pass phrase
Select or check the 256-bit AES encryption and enter OK
Before you send the message, select the option in the drop down menu:
- File
- then select Save Attachment
- save the file to a selected location on your hard drive
(This will ensure that you have a readily retrievable version of the file you intend to e-mail.)
An e-mail message will be generated containing the encrypted attachment. You may enter the e-mail address at this point with any associated message.
Share the pass phrase with the recipient (IRS). This may be done through a SEPARATE e-mail or via a telephone call to the IRS contact person. Do NOT provide the pass phrase in the same e-mail containing the encrypted attachment.
Please remember, while the attachment is encrypted, the content of the e-mail message will not be encrypted so it is important that any sensitive information be contained in the attachment (encrypted document).
