Microsoft 365 Email Encryption


Introduction

As part of Microsoft’s message protection efforts, Microsoft has evolved its email encryption solutions to provide a unified sender experience whether you're sending a protected message inside of your organization or outside your organization

With the latest updates to Microsoft 365, Microsoft now provides users with the same experience securing messages both inside and outside the organization. In short, the sender doesn't have to worry about choosing the right encryption method for each recipient. 

Recipients will see improvements as well. Regardless of the recipient's email provider or email application, they'll be able to read the encrypted message. If the recipients use Outlook, the experience is seamless. They'll receive the message, see that it's encrypted, and be able to open and read the message. If they can't use Outlook, they'll receive a limited-time web-view link that will let them read the message. There's no software to install. Simply open the web-view link to see the encrypted message. 

Send an encrypted message using the Microsoft Outlook application

Outlook email sending field with Options tab open and the Encrypt button highlighted.

How do I open a protected message?

Protected messages allow the sender to set specific permissions on a message, such as Do Not Forward or Do Not Print. If you receive a protected email message sent to your Microsoft 365 account in Outlook 2016 or Outlook on the web, the message should open like any other message. You'll see a banner at the top of the message that informs you of any restrictions on the message.

If you're using a different email account or email program, you may receive a notification that you've received a protected message and need to take additional action.

Reading a protected message with a Microsoft 365 email account in Outlook or Outlook on the web

Desktop/Browser

If you're using a Microsoft 365 email account in Outlook 2016 or Outlook on the web, you shouldn't have to do anything special to read your message.

Mobile app

If you have a Microsoft 365 account and you're using the Outlook mobile app, the message should just open.

Reading a protected message with Gmail

Desktop/Browser

  1. Select Read secure message.
  2. Select Sign in with Google.
  3. You'll be redirected to the Gmail sign-in page. Once you sign in, select Allow.
  4. Your protected message will display in a new browser tab. You won't be able to view the protected message in the Gmail window.
    Protected message email notice.

Mobile app

  1. Tap Click here to read your message.
  2. Tap Sign in with... and sign into your email account.
  3. If you get a request for permissions, tap Yes or Allow to view the message.

Reading a protected message with a single-use code

Some email clients and services can't automatically open protected messages. If you have an email account with Yahoo or another Internet Service Provider, you'll need to obtain a single-use code to read the message.

Desktop/Browser

  1. Select Read the message.
  2. You'll be redirected to a page where you can sign in and receive a single-use code. 
  3. Check your email for the single-use code. Enter the code in the browser window, then select Continue to read your message.

Mobile app

  1. Tap Click here to read your message > Sign in with a single-use code.
  2. You'll be redirected to a page where you can sign in and receive a single-use code.
  3. Check your email for the single-use code and copy it.
  4. Enter the code in your browser, then select Continue to read your message.

Additional information