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Sending and reading emails with sensitivity label (encrypted emails)

You should not send documents containing confidential information (red data) as email attachments, even if the email is labeled with a sensitivity label and encrypted. Instead, store the confidential information as recommended in the storage guide, and share it from there as a link via email or chat.

Note:

  • You cannot remove the encryption from an email that is encrypted by applying a sesitivity label. You cannot forward emails with sensitivity label, print them, or copy their content.
  • Recipients of encrypted emails must use Outlook on Windows, Mac, iOS, or Android. If the recipient's email has been migrated to MS365, they can also read encrypted emails from the new webmail at outlook.office.com.

Encrypting an email with sensitive information

NOTE: Emails containing sensitive information (red data) can be sent internally within UiO, but the email MUST be encrypted by applying a sensitivity label as described here. Documents with sensitive information should not be sent as attachments. They should be labeled with a sensitivity label and shared as a link in an email or chat.

Add sensitivity label in Outlook Windows

  1. Open a new email and add the recipient(s).
  2. Click on the Sensitivity button in the icon bar at the top of the email, and select Red (In Confidence).

You will also see the same option by clicking on No label at the far right of the subject line.

Skjermbilde av hvordan en aktiverer f?lsomhetsetiketten Red (Inconfidence)

  1. Once you have selected the Red (In Confidence) sensitivity label, the email is encrypted. 
  2. Write the subject and content of the email. Note that emails with sensitive content classified as red in UiO's current classification guide can only be sent internally within UiO and not to external recipients. You should not send documents containing confidential information (red data) as email attachments, even if the email is labeled with a sensitivity label and encrypted. Instead, store the sensitive information as recommended in the storage guide, and share it from there as a link via email or chat.
  3. Recipients of emails labeled with sensitivity labels can access the content only by using Outlook. Users who do not have Outlook can read and manage such emails via webmail at https://outlook.office.com, provided their email has been migrated to MS365.

Add sensitivity label in Outlook Mac

  1. Open a new email and add the recipient(s).
  2. Click on the Sensitivity button in the toolbar. If you don't see the Sensitivity button, click (...) in teh toolbar to see more options. 

B?nd med valg i Outlook p? mac, valget sensitivity er markert med en r?d rektangel

  1. Select Red (In Confidence) from the dropdown menu.

Undermeny til sensitivity som viser valget Red (In Confidence Email) valget

  1. Once you have selected the Red (In Confidence) sensitivity label, the email is encrypted. 
  2. Write the subject and content of the email. Note that emails with sensitive content classified as red in UiO's current classification guide can only be sent internally within UiO and not to external recipients. You should not send documents containing confidential information (red data) as email attachments, even if the email is labeled with a sensitivity label and encrypted. Instead, store the sensitive information as recommended in the storage guide, and share it from there as a link via email or chat.
  3. Recipients of emails labeled with sensitivity labels can access the content only by using Outlook. Users who do not have Outlook can read and manage such emails via webmail at https://outlook.office.com, provided their email has been migrated to MS365.

Add sensitivity label in webmail in MS 365

  1. Open a new email and add the recipient(s).
  2. Click on the Sensitivity button in the icon bar at the top of the email, and select Red (In Confidence).

You will also see the same option by clicking the shield icon in the e-mail.

  1. Once you have selected the Red (In Confidence) sensitivity label, the email is encrypted. 
  2. Write the subject and content of the email. Note that emails with sensitive content classified as red in UiO's current classification guide can only be sent internally within UiO and not to external recipients. You should not send documents containing confidential information (red data) as email attachments, even if the email is labeled with a sensitivity label and encrypted. Instead, store the sensitive information as recommended in the storage guide, and share it from there as a link via email or chat.
  3. Recipients of emails labeled with sensitivity labels can access the content only by using Outlook. Users who do not have Outlook can read and manage such emails via webmail at https://outlook.office.com, provided their email has been migrated to MS365.

Add sensitivity label in Outlook Mobile (Android)

  1. Open a new email and add the recipient(s).
  2. Click the + icon at the bottom of the screen to show more options. It is possible that you'll need to hide the kreybord to see the + icon. 

Bildet kan inneholde: skjermdump, font, gadget, teknologi, elektronisk enhet.

  1. Click Add sensitivity label, select Red (In confidence).

Bildet kan inneholde: skjermdump, font, gadget, teknologi, elektronisk enhet.

  1. Once you have selected the Red (In Confidence) sensitivity label, the email is encrypted. 
  2. Write the subject and content of the email. Note that emails with sensitive content classified as red in UiO's current classification guide can only be sent internally within UiO and not to external recipients. You should not send documents containing confidential information (red data) as email attachments, even if the email is labeled with a sensitivity label and encrypted. Instead, store the sensitive information as recommended in the storage guide, and share it from there as a link via email or chat.
  3. Recipients of emails labeled with sensitivity labels can access the content only by using Outlook. Users who do not have Outlook can read and manage such emails via webmail at https://outlook.office.com, provided their email has been migrated to MS365.

Add sensitivity label in Outlook Mobile (iOS, iPhone/iPad)

  1. Open a new email and add the recipient(s).
  2. Click the blue + icon at the bottom of the screen to show more options.

  1. Click Set sensitivity

  1. Once you have selected the Red (In Confidence) sensitivity label, the email is encrypted. 

Bildet kan inneholde: rektangel, font, skjermdump, parallell, sirkel.

  1. Write the subject and content of the email. Note that emails with sensitive content classified as red in UiO's current classification guide can only be sent internally within UiO and not to external recipients. You should not send documents containing confidential information (red data) as email attachments, even if the email is labeled with a sensitivity label and encrypted. Instead, store the sensitive information as recommended in the storage guide, and share it from there as a link via email or chat.
  2. Recipients of emails labeled with sensitivity labels can access the content only by using Outlook. Users who do not have Outlook can read and manage such emails via webmail at https://outlook.office.com, provided their email has been migrated to MS365.

 

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Published Aug. 22, 2024 3:05 PM - Last modified Dec. 9, 2024 3:11 PM