Secure Your Communications: A Deep Dive into Sending Protected Emails in Outlook

Sending an email these days is akin to whispering a secret in a crowded marketplace. Data breaches, phishing scams, and regulatory compliance concerns make email security a paramount necessity, not just a nice-to-have. Microsoft Outlook, thankfully, offers several robust methods to protect your sensitive communications. So, how do you send a protected email in Outlook?

Essentially, you have two primary avenues: Information Rights Management (IRM) and Microsoft Purview Message Encryption (formerly Azure Information Protection – AIP). IRM allows you to control what recipients can do with your email, restricting actions like forwarding, printing, or copying. Message Encryption, on the other hand, encrypts the email content itself, ensuring that only authorized recipients can access it. Let’s break down each method.

Understanding Information Rights Management (IRM)

IRM, now integrated into Microsoft Purview, provides persistent protection for your emails. Imagine you’re sending a confidential document to a colleague. With IRM, you can specify that the recipient can read the email but cannot forward it to anyone else, print it, or copy its content. This is incredibly powerful for sensitive financial data, legal correspondence, or internal strategy documents.

How to Apply IRM Protection in Outlook

1. Compose Your Email: Begin by crafting your email in Outlook as you normally would.
2. Locate the Permissions Option: Within the compose window, look for the “Options” tab. In some versions, it might be labeled as “Permissions” or be located under “File > Info > Protect Document > Restrict Permission.”
3. Choose a Permission Level: Click the “Permission” button. You’ll see a dropdown menu with pre-defined permission levels. For instance, you might see options like “Do Not Forward,” “Confidential – View Only,” or other custom-defined rights policies established by your organization’s IT department.
4. Apply the Restriction: Select the appropriate permission level. Outlook will automatically apply the corresponding restrictions to the email. A notification bar might appear at the top of your email indicating that IRM protection is in place.
5. Send the Email: Once the permission level is set, send your email as usual.

Important Note: To use IRM, your organization must have IRM enabled and configured. If you don’t see the “Permission” button or the options mentioned above, contact your IT administrator.

Leveraging Microsoft Purview Message Encryption

Message Encryption takes a different approach. Instead of restricting what recipients can do with the email, it encrypts the email itself. This means that even if someone intercepts the email, they won’t be able to read its content without the correct decryption key. This is particularly useful when sending information to external recipients or to individuals who are not part of your organization’s IRM infrastructure.

How to Encrypt an Email with Microsoft Purview Message Encryption

1. Compose Your Email: As with IRM, start by writing your email in Outlook.
2. Access the Encryption Options: Go to the “Options” tab in the compose window. Look for the “Encrypt” button. It may also be found under “File > Info > Protect Document > Encrypt with Password.”
3. Choose an Encryption Option: Click the “Encrypt” button. You’ll likely see options like “Encrypt-Only” (encrypts the email message), “Do Not Forward” (prevents forwarding), or “Protect with Custom Permissions” (which allows granular control over permissions). Selecting “Encrypt-Only” is generally recommended for robust security.
4. [Optional] Set Custom Permissions: If you choose “Protect with Custom Permissions,” you can define specific users or groups who are authorized to access the email and grant them specific rights (e.g., read, edit, print).
5. Send the Email: Once the encryption option is selected (and custom permissions are set, if applicable), send your email.

Recipient Experience: When the recipient receives the encrypted email, they might need to take an extra step to view it. Depending on their email provider and your organization’s configuration, they might need to sign in with a Microsoft account, use a one-time passcode, or use their organizational credentials to decrypt and read the message. This adds an extra layer of security, ensuring that only the intended recipient can access the information.

Choosing the Right Protection Method

So, which method should you use – IRM or Message Encryption? Here’s a simple guideline:

• IRM: Best suited for protecting emails within your organization where you need granular control over what recipients can do with the email.
• Message Encryption: Ideal for protecting emails sent to external recipients or when you need to ensure that the email content is protected regardless of the recipient’s environment.

Frequently Asked Questions (FAQs)

Here are some frequently asked questions to further clarify how to send a protected email in Outlook:

1. What versions of Outlook support IRM and Message Encryption?

Most modern versions of Outlook, including Outlook for Windows, Outlook for Mac, and Outlook Web App (OWA), support both IRM and Message Encryption. However, ensure your version is up-to-date for the best compatibility and security features. Outlook Mobile generally supports reading IRM protected emails, but not creating them.

2. Can I protect attachments as well?

Yes! Both IRM and Message Encryption can protect attachments. When you apply IRM protection to an email, any attached Office documents (Word, Excel, PowerPoint) will also inherit the same protection. Message Encryption encrypts the entire email, including attachments.

3. What happens if the recipient doesn’t have Outlook?

For IRM, recipients need an IRM-compatible application (like Office apps) to view the protected content. For Message Encryption, recipients will typically be directed to a secure web portal where they can authenticate and view the email.

4. Does Message Encryption prevent screenshots?

While Message Encryption encrypts the email content, it doesn’t technically prevent screenshots. However, disabling features like copying and printing via IRM helps reduce the risk of data leakage through screenshots. A determined user can still take a picture of their screen.

5. How do I know if an email is protected with IRM or Message Encryption?

Outlook typically displays a visual indicator, such as a lock icon or a notification bar, to indicate that an email is protected. When you open a protected email, you’ll usually see a message explaining the restrictions applied.

6. Can I revoke access to a protected email after it’s been sent?

With IRM, if your organization has configured the appropriate rights management services, you might be able to revoke access to a protected email. This depends on your organization’s specific implementation. With Message Encryption, once the email is sent, it’s generally not possible to directly revoke access unless your organization has configured more advanced auditing and revocation capabilities through Microsoft Purview.

7. Are there any limitations to using IRM and Message Encryption?

Yes. IRM requires a properly configured rights management infrastructure, which might involve additional setup and maintenance. Message Encryption can add complexity for recipients who are not familiar with the decryption process.

8. Can I create custom IRM templates?

Yes, your organization’s IT administrator can create custom IRM templates with specific permissions tailored to your business needs. These templates can then be made available to users within the organization.

9. How does Message Encryption comply with regulations like GDPR?

Message Encryption helps comply with regulations like GDPR by ensuring that sensitive data is protected both in transit and at rest. By encrypting the email content, you reduce the risk of unauthorized access and data breaches, a key requirement of GDPR.

10. What is the difference between “Encrypt-Only” and “Do Not Forward” options in Message Encryption?

“Encrypt-Only” encrypts the entire email, including attachments, but allows recipients to forward, print, and copy the content. “Do Not Forward” encrypts the email and restricts recipients from forwarding, printing, or copying the content. The latter offers a higher degree of control, mirroring IRM functionality but with the added benefit of encryption.

11. Can I use both IRM and Message Encryption on the same email?

While technically possible in some configurations, it’s generally not recommended. Applying both IRM and Message Encryption can create confusion and compatibility issues for recipients. Choose the method that best suits your specific security needs.

12. What if I’m having trouble sending a protected email?

If you encounter issues, first ensure that your Outlook is connected to the internet and that your account is properly configured with the necessary permissions. If the problem persists, contact your IT support team. They can verify your access rights, troubleshoot any configuration issues, and provide further assistance.

Securing your email communications is no longer optional; it’s a fundamental requirement in today’s digital landscape. By understanding and utilizing the protection methods available in Outlook, you can confidently send sensitive information knowing that it’s protected from unauthorized access. Regularly review your organization’s security policies and stay informed about the latest features and best practices to ensure the ongoing security of your email communications.