30 January 2025
SafeAeon Inc.Email communication security is essential in a time when cybersecurity threats are on the rise. Email is the most widely utilized medium for business communication, making it an ideal target for hackers. A strong way to safeguard your private information and guarantee safe communication throughout your company is using Office 365 Email Encryption. You may protect your content and show that you are committed to data privacy and regulatory compliance by encrypting your emails.
Office 365's email encryption and email security features work together to shield private data from unwanted access. Senders can limit activities like forwarding, printing, and copying encrypted communications with Microsoft's Information Rights Management (IRM), which provides an additional degree of control. 92% of malware infections are caused by email-based attacks, according to a survey by Cybersecurity Ventures, therefore email encryption is a crucial component of any organization's security plan.
For Your Company, Why Opt for Office 365 Email Encryption?
Advanced security is provided by Office 365 Email Encryption without sacrificing usability. By limiting access to the email's content to the intended recipients, it preserves security and secrecy. For areas where adherence to laws like GDPR and HIPAA is essential, such as healthcare, banking, and law, the functionality is especially helpful.
Office 365 gives remote or hybrid work settings flexibility by enabling encrypted emails to be accessed on several platforms and devices. Secure access using a one-time passcode and real-time tracking are built-in features that guarantee that private messages are always safeguarded.
Organizations may maintain control over shared information and further avoid data breaches by utilizing information rights management. A proactive measure to protect your communications and make sure your company is protected from online attacks is to invest in Office 365 Email Encryption.

How does encryption function in Microsoft 365, and what is it?
Converting legible data, or plaintext, into a jumbled format, or ciphertext, is the process of encryption. Without initially being decrypted, this encrypted data cannot be interpreted or utilized. A unique encryption key that is only available to authorized users is needed for decryption. Encryption essentially makes sure that sensitive data, including files, emails, and calendar entries, may only be accessed by those who are authorized.
Although encryption safeguards the privacy of data, it does not prevent content interception. Rather, it is a part of a larger information security policy that renders intercepted data ineffective to those who are not allowed to access it. Microsoft 365 secures data using strong encryption methods, guaranteeing a high degree of defense against unwanted access.
Multiple encryption levels are applied simultaneously in Microsoft 365, going one step further. Email communications, for instance, can be encrypted, as can the routes by which they are transmitted. Using cutting-edge protocols and technologies including Internet Protocol Security (IPSec), Transport Layer Security/Secure Sockets Layer (TLS/SSL), and Advanced Encryption Standard (AES), data in Microsoft 365 is encrypted while it is in transit and at rest.
Data at Rest and Data in Transit Encryption
Data at rest is defined as data that is kept in a consistent place, such files in a SharePoint library, papers submitted during a Skype for Business conference, or emails and attachments maintained in your inbox. Project Online data and OneDrive files are two more instances.
Data in Transit: This refers to information that is constantly moving between servers or devices. Examples include the delivery of emails or discussions taking place in an online meeting. Data is deemed "in transit" in Microsoft 365 anytime a user's device connects to a Microsoft server or when servers connect to one another.
Microsoft 365 uses a variety of encryption techniques and layers to protect data while it's in transit and at rest. When taken collectively, these safeguards provide enterprises with the assurance that their data is secure throughout its entire lifespan. Those looking for more in-depth information can access further resources and thorough descriptions of these encryption techniques.
1. Purview Message Encryption by Microsoft: The powerful technology Microsoft Purview Message Encryption was created to improve the security of email correspondence. Only authorized receivers may view the material thanks to its ability to encrypt communications and safeguard private data while it's being transmitted. With features like expiry dates and decryption permission settings, it gives you complete control over how encrypted emails are sent to both internal and external users. Office 365 and Microsoft Purview work together flawlessly, and for an extra degree of protection, it may be used in conjunction with other encryption programs like S/MIME.
Organizations having an E5 plan can use Microsoft Purview. As a stand-alone service, it is available to anyone without an E5 package for a complimentary 90-day trial. Users may test out how Purview improves data security and assists businesses in adhering to legal obligations during this trial time.
2. IRM, or information rights management: An effective Microsoft security tool called Information Rights Management (IRM) limits access to and sharing of sensitive data. With the use of IRM, users may impose limitations on files, emails, and documents, stopping illegal activities like copying, forwarding, printing, and sharing private data without authorization.
Apart from limiting access, IRM enables users to cancel authorization for shared material and monitor its usage through thorough audits. This all-inclusive security is accessible on major platforms, like as Office 365, SharePoint, and Azure Information security, making it an essential tool for businesses trying to secure their data from abuse.
3. Secure/Multifunctional Internet Mail Extensions, or S/MIME:
S/MIME is an industry-standard email encryption protocol that uses digital certificates to authenticate senders and receivers and encrypts email content to guarantee private and secure communication. This stops sensitive data from being accessed in transit by unauthorized parties.
Frequently utilized in business settings to guard against risks like hacking, data breaches, and unauthorized access, S/MIME is widely supported by email clients such as Microsoft Outlook, Apple Mail, and Gmail. Businesses may improve the confidentiality and integrity of their email correspondence while protecting sensitive information from any security threats by putting S/MIME into practice.
Office 365 Email Encryption Optimization Tips
In Office 365, secure email encryption is crucial for protecting private data. Here are some practical suggestions to increase security:
Create Secure Passwords: Make sure every user has a strong, one-of-a-kind password for their Microsoft Outlook account. A secure encryption key and a strong password can stop unwanted access to email accounts.
Turn on the default encryption: Set up Office 365 so that all outgoing emails are automatically encrypted. Even if the sender neglects to manually apply encryption, this keeps private data from being transmitted without it.
The "Encrypt Only" option should be used: To guarantee that only authorized recipients may see an encrypted email, choose "Encrypt Only" while encrypting it. Additionally, this option gives the intended recipient the freedom to forward the email if needed without sacrificing security.
Provide Instruction to Users: Employees should be taught the value of email encryption and the proper usage of encryption technologies. An organization's overall security posture is strengthened, and unintentional data breaches are reduced with proper training.
Keep an eye on email activity: Track email usage and spot odd or suspicious conduct by using monitoring software. By taking a proactive stance, possible security threats are identified and encryption policy adherence is guaranteed.
Message Expiration Dates Can Be Set: Set up email messages that contain private information to expire after a predetermined amount of time. Even if the communication isn't erased, this guarantees that private information can't be retrieved forever.
Examine policies often: Make sure your email encryption rules are up to date and meet changing business requirements by reviewing and updating them on a regular basis. Updating policies aids in removing weaknesses and preserving strong security.
How to Establish and Maintain Rules and Policies for Encryption
Protecting sensitive data starts with encryption policies and procedures. They lay forth precise rules for maintaining compliance, managing access, and safeguarding data. Create and oversee efficient encryption rules by following these steps:
Find the Sensitive Information: Identify the kinds of data that need to be protected, including financial records, client data, intellectual property, and other private assets.
Specify the standards for encryption: Select encryption standards and algorithms, such AES, RSA, or other well-known protocols, that your company will use.
Create Extensive Policies: Provide precise instructions on the usage of encryption, including when it is necessary, who is in charge of its implementation, and how encryption keys should be safely stored.
Employee Training: Train staff members on the company's encryption policy and how to utilize encryption technologies correctly. Staff education fosters a culture of security awareness and lowers the possibility of mistakes.
Examine and Revise Often: Review encryption policies often to make sure they are still applicable and efficient. Modify rules as needed to handle emerging risks, shifting laws, or advances in technology.
Maintain Consistent Policy Enforcement: Make sure that the organization's encryption policies are applied uniformly. Employ audits, enforcement procedures, and monitoring to confirm adherence and quickly resolve any deviations.
These procedures will help your company create and manage a strong encryption system that safeguards private information and efficiently supports corporate activities.
Conclusion
It is imperative to secure important email exchanges in the current digital era. A strong, easy-to-use solution for securing emails, Office 365 Email Encryption makes sure that only authorized receivers may access sensitive data. Advanced encryption and information rights management are combined to provide you more control over your data and help you comply with laws like GDPR and HIPAA.
Office 365 Email Encryption gives your company the resources it needs to reduce risks and stop data breaches, whether you're protecting consumer information, financial records, or internal communications. To improve communication security and safeguard your company's reputation, work with SafeAeon to deploy a seamless email encryption solution.