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Emails have become an important part of our daily routine. We often use them to share sensitive information like financial data, legal contracts, sales reports and projections, confidential product information, or customer and employee information. It means mailboxes can be considered repositories for large amounts of sensitive data or information, and information leakage can become a severe threat to your organization. So, it’s necessary for organizations to maintain confidentiality.
Email encryption works as an additional layer of information security in such a case by ensuring that only intended recipients can view or read messages. With Office 365 Message Encryption (OME), sending and receiving encrypted emails between people inside and outside your organization becomes easy. Office 365 message encryption works with several email services like Outlook.com, Yahoo!, Gmail, and more.
Here, in this post, we will discuss Office 365 message encryption in detail and how to use it to protect emails sent externally.
Office365 migration encryption transforms the readable text into encrypted format (unintelligible cipher). Later the target recipient can decrypt this ciphertext, avoiding security breaches by unauthorized parties.
It relies on the Azure Rights Management Service (Azure RMS) and encryption options; Office365 encryption includes identity and authorization policies. You can use rights management templates and mail flow rules (transport rules) to encrypt messages with Office365 message encryption.
Using Office365 Message Encryption, you can send an encrypted email to the recipients regardless of their email client (Gmail, Yahoo.com, etc.). Only the sender must have Office365 Message encryption to send an encrypted email successfully. The recipient can read the message or even send an encrypted reply without a subscription to Office365 or Outlook. The Office365 message encryption supports the below given Office365 plans:
Note – If you don’t have any of the above plans, you can also purchase a standalone license for Azure Information Protection to access all the features of Office365 Message Encryption.
As an Office365 user, you can encrypt emails in Outlook with these simple steps:
Note – To encrypt all outgoing emails in Outlook 2016 and 2019, there are some simple steps. When you use the Trust Center settings, all the emails will automatically get encrypted when you send them.
A sensitivity label helps you define how sensitive certain data is. You can apply encryption to emails and files by creating a sensitivity label. You can also avoid this step if you already have sensitivity labels in your organization.
To create a Sensitivity Label, follow the below steps:
Open Microsoft Purview Compliance Portal , select Solutions, and click on Information Protection.
The next and final task is to publish the created sensitivity label to make it available for selection in the transport rule.
Using a published label (which we have done prior), you can create a transport rule that will help you apply the encryption to the emails sent externally by members of a selected group. To do so, follow the below steps:
Once the new rule is enabled, all the emails or messages sent by a member of the selected group outside the organization will be automatically encrypted.
There are several ways to secure data in Office 365, and one such way is using Office365 Message Encryption. I hope you find this blog helpful in understanding how to secure externally sent emails using Office365 Message encryption.
Finally, we suggest you back up the Office 365 data as there are always a few chances of data loss or corruption. For Office365 backup, an automated tool Kernel Migrator for Exchange, is the best solution. exchange migration tool backs up all mailbox items like emails, notes, contacts, attachments, etc.