When to Use It, How It Works, and What Recipients Can Expect

Audience: All employees Applies To: Outlook for Windows, Outlook on the Web, and supported Outlook mobile clients

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Quick Overview

McShane Companies now provides two Microsoft Purview message protection options when composing email:

1. Encrypt (Recommended for most sensitive communications)
2. Do Not Forward (Recommended for internal-only communications)

These options help protect confidential information, reduce the risk of unauthorized disclosure, and provide additional controls beyond a standard email message.

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Which Option Should I Use?

Rule of Thumb:

• If the recipient is outside the company and the information is sensitive, use Encrypt.
• If the message is internal and you want to discourage redistribution, use Do Not Forward.

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How To Send an Encrypted Message

Step 1

Create a new email in Outlook.

Step 2

Select the Options tab.

Step 3

Choose Encrypt and select either:

• Encrypt
• Do Not Forward

Screenshot - Selecting Protection:

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What Recipients Can Expect?

This is often the most important question.

Internal Recipients (CMC / MCC / CCRE / TMC)

Users signed into Microsoft 365 generally experience a seamless process.

• The message opens directly in Outlook.
• No additional login is typically required.
• The user will see a banner indicating the message is protected.
• Replies remain protected automatically.

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External Recipients (Gmail, Yahoo, AOL, Personal Email, etc.)

External recipients will receive a message indicating that they have been sent a protected email.

Screenshot - What a Gmail User Typically Sees:

The recipient will:

1. Click Read the Message.
2. Be redirected to Microsoft's secure message portal.
3. Verify their identity.
4. Read and reply securely.

Depending on their email system, they may:

• Sign in with their Microsoft account.
• Sign in with their Google account.
• Receive a one-time passcode by email.
• Enter that passcode to access the message.

This identity verification is what makes encrypted email substantially more secure than standard email.

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Understanding the Two Protection Options

Encrypt

What It Does:

Encrypt applies Microsoft Purview Message Encryption to the message. Only authenticated recipients can access the contents of the email. Microsoft verifies recipient identity before displaying the message.

Benefits

• Protects data during transmission.
• Requires identity verification.
• Works with external recipients.
• Protects sensitive attachments.
• Replies remain protected.
• Reduces risk from accidental forwarding or exposure.

Typical Uses

• Contracts
• Financial information
• Banking details
• Insurance documents
• Legal communications
• Confidential project information
• Client data
• HR information

Best Choice For

Most sensitive business communications.

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Do Not Forward

What It Does:

Do Not Forward applies rights management restrictions while allowing a normal Outlook experience. Recipients can read and reply to the message, but Outlook removes certain actions.

Restrictions Typically Applied

• No Forward
• No Print
• No Save As
• Recipient list cannot normally be modified

Benefits

• Very easy for internal users.
• Little to no recipient friction.
• Helps prevent casual redistribution.
• Keeps discussions within the intended audience.

Typical Uses

• Internal leadership discussions
• Budget conversations
• Staffing discussions
• Strategic planning communications
• Sensitive internal announcements

Best Choice For

Internal communications where forwarding should be discouraged.

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Why This Is More Secure Than Normal Email?

A standard email can be:

• Forwarded endlessly
• Printed
• Saved to another system
• Accessed without identity verification

Microsoft Purview Message Encryption adds:

• Identity verification
• Access controls
• Usage restrictions
• Protected replies
• Auditability
• Protection for supported attachments

For external recipients, the message content is not simply displayed in the body of the email. The recipient must first prove they are the intended recipient.

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Attachments and Encryption

Many common Microsoft Office file types inherit the same protection as the email. Examples include:

• Word documents (.docx)
• Excel workbooks (.xlsx)
• PowerPoint presentations (.pptx)

When supported files inherit protection:

• Restrictions continue after download.
• Protection travels with the file.
• Unauthorized users are prevented from opening protected content.

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Frequently Asked Questions:

Will the recipient need Microsoft 365? - No

External recipients can use either:

• Their Microsoft account
• Their Google account
• A one-time passcode

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Can recipients reply? - Yes

Replies to encrypted emails remain protected.

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Does encryption work with Gmail? - Yes

Gmail recipients are directed to the Microsoft secure message portal where identity is verified before message access is granted.

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Can I encrypt attachments? - Yes

Many common Office file types inherit protection automatically when attached to a protected message.

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Can I use this from Outlook Mobile? Sometimes.

Support varies by client version and platform, but Microsoft supports viewing protected messages through Outlook mobile and supported web experiences.

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Important Limitations

No email security solution is perfect. Microsoft Purview encryption significantly improves security, but users should understand the limitations.

Screenshots Are Still Possible

A recipient can still:

• Take a screenshot
• Photograph the screen with another device

Even when forwarding and printing are blocked.

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Do Not Forward Is Not Universally Enforced Everywhere

Most Outlook clients honor the restriction. Some third-party mail systems, mail gateways, or unusual email clients may not fully enforce all restrictions.

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Encryption Does Not Prevent Bad Decisions

If someone is authorized to view information, they can still:

• Re-type it
• Copy information manually
• Discuss it with others

Encryption helps ensure the right people gain access; it does not eliminate all human risk.

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Not a Replacement for Good Judgment

Always apply the same care you would use for any confidential information. Consider whether:

• The recipient truly needs the information.
• The correct protection option was selected.
• Sensitive data should be shared by email at all.

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Additional Reading (Optional)

For users who want more detail:

• Microsoft Purview Message Encryption overview
• Opening encrypted messages as an external recipient
• Rights management and encryption in Microsoft 365

Microsoft documentation confirms that Microsoft Purview Message Encryption supports both internal and external recipients, works with Outlook, Gmail, Yahoo, and other email systems, and uses identity verification to authorize access to protected messages.