HOW TO PROTECT CONTENT IN YOUR EMAILS BY RESTRICTING ACTIONS
(COPY, PRINT, FORWARD)
Requirements:
- Outlook Desktop app (Windows or Mac) or
- Outlook Web app
*Kindly note that this functionality is not presently available in Outlook mobile applications*
Steps for Outlook (Windows)
Step 1: From the new email compose window, click on Options.
Step 2: Click on the dropdown under Permissions
Step 3: Click on “Do Not Forward”
Step 4:
Outlook indicates the message will be protected. Click Send as usual when you are ready to send the message.
Steps for Outlook (Web)
Step 1: From the new email compose window. Click Encrypt
Step 2: Click on Change permissions
Please note the message protection status underlined in black. Clicking on Encrypt alone only just encrypts the email and recipients can share the email and any attachments with any third parties without restriction.
You need to click on Change Permissions to disallow forwarding, printing, or copying any portion or all the content of this mail.
Step 3: Click the drop down in the pop-up window:
Step 4: Select “Do Not Forward” from the dropdown
Step 5: Click OK
The new message draft window indicates the protection status at the top.
Step 6: Click send as usual when you are ready to send the message.
Note: The message remains encrypted and additional protections prevent the recipients from forwarding the email message to others. Recipients can still reply to your email. Microsoft file format attachments (such as Word documents and Excel spreadsheets) are protected and remain encrypted even if downloaded.
Non-Microsoft specific file formats, including PDF documents and image files, are not protected once downloaded and can be shared by the recipient without restriction.
Steps for Outlook (Mac)
Step 1: From the new message draft window, click the "Options" tab.
Step 2:
- Click the down arrow next to the "Encrypt" lock icon.
- Click "Do Not Forward".
Step 3:
Outlook indicates the message will be protected. Click Send as usual when you are ready to send the message.