Office 365 Secure Email Setup – Are you a law firm using Microsoft 365? You have encrypted your sensitive emails with Office 365 Message Encryption (OME)
If you use email to exchange confidential information and you feel that confidential information could leak into the wrong hands and harm your organization, you may want to implement email encryption. Especially if you are a law firm, financial institution, handle confidential patient information or are a political entity, all aspects of email security are of utmost importance to you. Currently, two major email products, one from Google (the product is called Google Workspace, formerly Gsuite) and the other from Microsoft (the product is called Microsoft 365, formerly Office 365) provide their own email encryption mechanisms. you can encrypt your emails with Office 365 Message Encryption (OME). Office 365 Message Encryption is an online service built on Microsoft Azure Rights Management (Azure RMS), which is part of Azure Information Protection. This service includes encryption, identity and authorization policies to help protect your email. You can encrypt messages using rights management templates, the Do Not Forward option, and the Encrypt Only option.
Office 365 Secure Email Setup
The new Office 365 Message Encryption (OME) features allow organizations to share protected email with anyone on any device. Users can exchange protected messages with other Microsoft 365 organizations as well as non-customers using Outlook.com, Gmail, Yahoo and other email services.
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As an administrator, you can define streaming rules to enforce this protection. For example, you can create a rule that requires encryption of all messages addressed to a specific recipient or if the email contains specific words in the subject, and also specify that recipients cannot copy or print the contents of the message.
Once you obtain the necessary subscription to OME, the only requirement to use OME is that Azure Rights Management be activated in your organization’s tenant. If so, Microsoft 365 automatically enables the new OME features and you don’t have to do anything.
Azure RMS is also automatically activated for most eligible plans, so you probably don’t need to do anything about that either.
To check whether Azure RMS is enabled for you or not, go to Rights Management (windowsazure.com) or alternatively navigate to the rights management page in the admin center: Settings > Organization Settings > Services tab > Rights Protection Microsoft Azure Information > Manage Microsoft. Azure Information Protection Settings
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But if on this page you find the screen shown below, it means that Azure RMS is not enabled for you and you need to enable it using PowerShell.
4. Connect-AzureAD: This command will open a new window where you need to sign in with your Microsoft 365 administrator.
This command will open a window where you have to log in with the same admin account you used before.
You can also activate Azure RMS in the Azure portal. See instructions at this link:
Ways You Can Send A Secure Email In Outlook
Let’s set up a mail flow rule to encrypt all outgoing messages when the subject or body of the email contains the word “encrypt this email”
6. Do the following “Apply message encryption and Office 365 rights protection to the message with…” and select the RMS template “Encrypt”
9. Now let’s see what happens when we send email to different email providers. Let’s send to gmail.com first.
(remember that our subject or body must have the keyword: encrypt-this-email as we defined our rule for this.
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12. Now I have to log in using my Google account where I received the email and I can see the content of my email
To manage whether or not to allow recipients to use these social IDs like Google or Yahoo to log in to the OME portal, you can use these commands.
14. Now let’s see what happens when I send an encrypted email to someone who doesn’t use Yahoo, Gmail or Outlook, but a regular email server. They only see an option to read the message with a unique password.
Microsoft 365 now sends a 15-minute expiration passcode to the email address using the readable email.
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To manage whether or not one-time passwords are generated for Office message encryption, run the Set-OMEConfiguration cmdlet with the OTPEnabled parameter as follows:
By default, the Encrypt button in Outlook on the web is not enabled when you configure OME. As an administrator, you can manage whether or not this button is displayed to end users. To manage whether or not the Protect button appears in Outlook on the web:
I showed how an encryption rule works using a keyword. But there are many other scenarios that can be implemented according to your needs. For example, you can set a rule to encrypt every message marked as important or every message sent to a specific recipient. This page lists all the possible scenarios for which you can create network flow rules.
Sandeep Saxena is CEO of Postbox Consultancy Services. He has worked as an email marketing and deliverability consultant for the past 5 years. Before venturing into Postbox Consultancy Services, Sandeep worked in the IT industry for almost 10 years as a DevOps consultant. Sandeep lives in Bhopal, India, and when he’s not working, he can often be seen reading a book or meditating.
Best Practices For Securing Microsoft Office 365
AMP b2b email email marketing cold email DMARC DNS DNS records drip campaigns dynamic email email delivery email design email list marketing email email marketing app email strategy email technology email testing email verification tips gmail gmass google gsuite inbox guide inbox testing Landing page Lead nurturing Mailchimp mail servers mailshake Marketing marketing funnel Office 365 Message Encryption ( OME) Open Rates Campaign Emails Policy Product Review Smartwriter Social Media SPF Technology top10 Woodpecke Tutorial Did you know that the Microsoft Outlook desktop application offers three methods for encrypting emails, including the latest OME that requires no certificates to be installed and allows you to send and -encrypted email to external recipients (such as free email users in Gmail, Yahoo! Mail or any other email account)?
Questions: What email encryption options are available in your scenario and which one should you choose? How do you set the chosen encryption option and start sending and receiving secure emails? How do you get Outlook encryption certificates for yourself and your recipients? What option does the Outlook Encrypt button offer?
The best Outlook email encryption option for you out of those available depends on how easy it is for you to use and
, available features such as accessing encrypted messages outside of Outlook, costs and other features. The table below summarizes the resources to help you choose.
Set Up Instructions
If you already know what you want and just need the encryption instructions or the steps to send a secure email in Outlook: – Skip to Method 1: Using Digital ID (encryption certificates) and S/Mime – Skip to Method 2: Using OME – Skip to Method 3: Using Free Encryption Plugins.
Moderately difficult: the recipient must request a new code each time, wait for the code in the email, and enter the code to open your secure email.
As the table shows, the S/Mime method is only suitable if your recipients also use Outlook and want to install certificates. If your recipients use Outlook, but you need to purchase certificates for them, this option becomes extremely expensive. This option should be selected primarily if the recipient’s organization requires it.
The OME option is great if you already use Microsoft email with an Office 365 subscription and don’t mind recipients going through the extra step of requesting a code. In practice, this can be an obstacle that many customers may need help with.
Configure Email Server Settings
Whichever option you choose, you can find setup instructions and detailed steps for sending encrypted Outlook email below.
Microsoft’s instructions for encrypting email in Outlook can be a bit daunting, as the different steps to obtain email encryption certificates and use the available options are split into several documents. As a result, others have tried to explain how to encrypt email in Outlook, such as in these articles from TutsPlus, Comparitech, LaptopMag, SSLSupportDesk and TrendMicro. Unfortunately, these articles have not been updated to include the easier OME option provided by newer versions of Outlook. Also, most of them show older Outlook screenshots with a “Get Digital ID” button to get email encryption credentials. This button is no longer available in Outlook 2016, Outlook 2019, and Outlook ProPlus (the version installed with an Office 365 subscription). In this article, we want to provide the most up-to-date information to help you make the right choice for business email encryption in Outlook and provide comprehensive installation instructions with screenshots.
The sections below walk you through all the setup instructions, including the process for obtaining the necessary email encryption credentials.
Purchase a Certificate: You can obtain a certificate from various certification authorities. Microsoft documentation recommends three certificate authorities (CA):
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At the time of this writing, following the links in the Microsoft document above, we found that the Comodo certificate costs $48/year, GlobalSign $369/year, and IdenTrust $39.
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