Email Encryption in Outlook 365

Click <here> to see the video presentation of this training information

This information is effective 11/3/2023

To send an encrypted email in Outlook, create a new email or reply to an email, then change the Sensitivity label from Unencrypted (default) to Encrypted

If you are sending an email to an external recipient and you have left the email unencrypted, you will be prompted to confirm the email unencrypted, or to cancel so you can change to Encrypted if necessary -

When composing an email message to an external recipient, and the sensitivity label is unencrypted, Outlook will show a policy tip reminding that if the email contains PHI, it must be encrypted -

Although the message says "To send this message without removing the information, you must first click override", this message can be ignored. You will be prompted as shown previously with a warning when you're sending an unencrypted email externally.

NOTE: When sending/replying to internal recipient(s) only, it may take some time for Outlook to recognize the internal recipients and remove the policy tip, and to not display the HIPAA warning. Unfortunately this is a known behavior. However Outlook will become quicker at recognizing internal recipients after emailing them initially. If you do get the HIPAA Compliance reminder when sending an email internally before Outlook realizes it's sent only to internal recipients, just click "Send Anyway" to send as normal.

To change to an encrypted email, simply click on Unencrypted, and choose Encrypted

Compose your email and send as normal, and the email will now be sent encrypted.

NOTE: Outlook on the iPhone does NOT prompt or warn when sending an unencrypted email to external recipients on your phone, so be extra careful when replying or emailing to external recipients from your iPhone.

For information on how an external recipient receives an encrypted email, please see the linked KB article. This article includes a PDF file that can be sent to clients and community partners, to explain why we encrypt email, what to expect, and how to retrieve their encrypted email. -