Email

Learn how to send encrypted emails from UC San Diego, including UC San Diego Health.

Encrypt your email

1. Compose the message as usual in your email client. Attach any documents to the message that should be included.
2. Include the phrase, secure: anywhere in the subject line of an email.

Example

Subject: secure: Very sensitive information

Note: Each message in a conversation you wish to encrypt must include the key phrase in the subject line.

Inform your recipient

There is a process to receiving an encrypted message. To the first time recipient, this may look suspicious and could be ignored. Before you send an encrypted message, notify your recipient of the coming message and send them these instructions.

More information: http://blink.ucsd.edu/go/emailencryption

Log onto https://outlook.office.com using your UCSD email address and AD password.

If you created a Gmail account in the past solely for University use, you most likely used your UCSD email address as the username. This is what we will define to be a "personal UCSD Gmail account".

This procedure will migrate all mail from your personal UCSD Gmail account to the new Google Workspace for Education account. The benefit is that the University account has virtually unlimited space compared to your personal account. This procedure will only migrate email. You are responsible for downloading and moving all other Google Docs that you may have saved in your personal UCSD Gmail account.

Allow POP mail access on your personal UCSD Gmail account

1. Log into your personal UCSD Gmail account.
2. Enable "Less secure app access" for your account. You might also need to turn off your security code or distorted text.
3. Back in Gmail, click on the gear icon.
4. Select ‘Settings’.
5. Go to the ‘Forwarding and POP/IMAP’ tab.
6. Under ‘POP Download’, select ‘Enable POP for all mail’.
7. Go to the second part of the same section, which reads: “When messages are accessed with POP”.
8. Hit the drop down menu and select what you want to happen to the emails in the old Gmail. Since you are moving mail from one account to the other, you should choose to delete the messages.
9. Click on ‘Save changes’.
10. Sign out of your personal Gmail account.

Import email into new Google Workspace for Education Gmail account

1. Log into your Google Workspace for Education Gmail account.
2. Hit the gear icon.
3. Select ‘Settings’.
4. Go to the ‘Accounts’ tab.
5. Go to the ‘Check mail from other accounts’ section.
6. Select ‘Add a mail account’.
7. Enter your personal UCSD Gmail username and hit ‘Next’.
8. Select ‘Import emails from my other account (POP3)’ and hit ‘Next’.
9. Check the username is correct and enter the password for your personal Gmail account.
10. Under ‘POP Server’, select pop.gmail.com.
11. Select port 995.
12. Uncheck ‘Leave a copy of retrieved messages on the server’.
13. Check ‘Always use a secure connection (SSL) when retrieving mail’.
14. Click on ‘Add account’.
15. Leave ‘Would you also like to be able to send mail as _____@gmail.com?’ unchecked.

Your Google Workspace for Education Gmail account will retrieve all messages from your personal UCSD Gmail account. This may take a while if you have thousands of messages, so be patient.

Forward mail from the personal UCSD Gmail account to the Google Workspace for Education Gmail account

After the mail import process is complete, there will be no more mail in your personal UCSD Gmail account. However, you may still receive mail to that old account, so these steps will make sure those messages get forwarded to your new account.

1. Log into your personal UCSD Gmail account.
2. Hit the gear icon.
3. Select ‘Settings’.
4. Go to the ‘Forwarding and POP/IMAP’ tab.
5. Type in your destination email address.
6. After confirming the email address is yours, choose to delete the messages when they are forwarded.
7. Select ‘OK’.
8. Click ‘Save Changes’ button at the bottom of the page, and you are done.

Stop pulling mail from the old Gmail account

Now that all your mail is in one location and incoming mail to the personal UCSD Gmail account is being properly forwarded to the Google Workspace for Education Gmail account, you can remove the POP account from your Google Workspace for Education Gmail account.

1. Log into your Google Workspace for Education Gmail account.
2. Hit the gear icon.
3. Select ‘Settings’.
4. Go to the ‘Accounts and import’ tab.
5. Go to ‘Check mail from other accounts’.
6. Hit the delete button next to your personal UCSD Gmail account.
7. Select ‘OK’ and you are done.