Encrypting External Emails In Microsoft 365
Introduction to Microsoft 365 & Email Encryption
Microsoft 365, also known as Office 365, is a suite of cloud-based services that allow users to access their data and applications from any device, anywhere in the world. In addition to popular applications like Word, Excel and Powerpoint, Microsoft 365 also includes a variety of other features like email, calendar, contacts, and task management. In order to ensure that sensitive data is kept secure, Microsoft 365 includes several encryption protocols to protect data and communications. One of the most important of these is email encryption, which is used to protect the privacy of users when sending and receiving emails.
Benefits of Encrypting External Emails
Encrypting emails sent to and from external parties provides a number of benefits, including:
* Protection of sensitive information: Encryption ensures that any sensitive data contained in emails is kept secure from unauthorized access.
* Compliance with data protection regulations: Many countries have regulations in place to protect personal data and other sensitive information. Encryption helps organizations to comply with these regulations by ensuring that any data sent is kept secure.
* Improved security: Encryption also provides an additional layer of security, ensuring that only authorized individuals can access the information contained in emails.
How to Enable Email Encryption in Microsoft 365
Enabling email encryption in Microsoft 365 is a simple process that can be completed in just a few steps.
Step 1: Configure Transport Rules
The first step is to configure transport rules in the Exchange Admin Center. To do this, log in to the Exchange Admin Center and navigate to the Mail Flow section. Click on the Rules tab and then click on the + symbol to add a new rule.
In the New Rule window, select “Apply this rule if…” and select the condition “The sender is located outside the organization”. Under “Do the following…” select “Modify the message security…” and then select “Encrypt the message” from the dropdown menu.
Step 2: Configure Data Loss Prevention Policies
The next step is to configure data loss prevention (DLP) policies. To do this, navigate to the Data Loss Prevention section and click on the + symbol to create a new policy.
In the policy window, select the type of data you want to protect (e.g. credit card numbers, bank account numbers, etc.) and then select the action you want to take when this data is detected (e.g. encrypt the message).
Step 3: Enable Client-Side Encryption
The final step is to enable client-side encryption. This can be done by enabling the Outlook Encryption feature in the Office 365 admin center. To do this, log in to the Office 365 admin center and navigate to the Security & Compliance section.
Under Security & Compliance Settings, click on the Outlook Encryption tab and then select “Enable Outlook Encryption”.
Once enabled, any emails sent from Outlook will be encrypted by default.
Conclusion
Encrypting external emails in Microsoft 365 is a simple process that can help to protect the privacy of users and ensure compliance with data protection regulations. By following the steps outlined above, organizations can easily enable email encryption in Microsoft 365, providing an additional layer of security for their data and communications.
References:
How to use Office 365 Message Encryption to protect emails sent externally
1. Office 365 Message Encryption
2. Email Encryption
3.
