All users can now apply encryption when sending sensitive information.
Email encryption can be applied by using hashtags in email subjects.
#encrypt
#Encrypt
#ENCRYPT
#donotforward
#DoNotForward
#DONOTFORWARD
Note: #DoNotForward is explained in detail at the end of the article.
To apply encryption, include the hashtag in the subject line of your email. Adding any of the hashtags above will automatically encrypt your email. If sent to an internal user, the process is seamless.
External users will receive an email similar to the example below:
When the recipient clicks Read the Message Microsoft will send a One Time Password.
Enter the password to unlock and read the email.
How does "Do Not Forward" work, and what are the limitations to consider when sending it to external users?
The "Do Not Forward" option in Microsoft Exchange and Outlook is part of Information Rights Management (IRM). It restricts recipients from forwarding, copying, or printing an email. Here's how it works, especially regarding external users:
For Internal Users (within the same organization):
The message is encrypted and restricted so internal recipients cannot forward, copy, or print it.
Only users with valid credentials can open and read the message.
For External Users (outside the organization):
1. External Recipient with Microsoft Account:
They may be able to authenticate and view the protected message via the Microsoft 365 Message Encryption (OME) portal or a one-time passcode.
The restrictions (e.g., no forwarding) are enforced in the viewer.
2. External Recipient Without Microsoft Account:
-
They typically receive a message with a link to a secure Microsoft portal.
After identity verification (via a one-time code or temporary Microsoft account), they can read the email in a secure viewer.
The "Do Not Forward" policy still applies in this viewer, though it doesn’t prevent actions like screenshots.
Key Limitations:
External users can’t forward the protected message through the portal, but they can potentially screenshot or manually copy content.
If the recipient’s mail system or viewer doesn’t support IRM, they might not be able to open the message at all.
Need Assistance?
If you have trouble accessing the training or believe you received the message in error, please contact the IT Department or submit a help-desk request.