Sending Encrypted & Protected Emails

With message encryption, you can send and receive encrypted email messages between people inside and outside of the Town. Message encryption works with Outlook.com, Yahoo!, Gmail, and other email services. Email message encryption helps ensure that only intended recipients can view message content.

Recipients that are part of the Town email system or use a Microsoft email account will be able to read encrypted messages seamlessly in any version of Outlook. Users that receive encrypted messages on other email clients are provided a link to view the messages in the encrypted message web portal.

Encrypting the Message

When you create a new email, it receives a default sensitivity label called General. In order to encrypt your email so it can be protected from unauthorized recipients and to authenticate that it originated from the true sender, you'll want to change the sensitivity label to one of the Confidential or Highly Confidential labels available.

Apply A Sensitivity Label

Start a new email and using the Sensitivity menu from either the top ribbon or the quick menu in the email body select the appropriate label.
Choosing any of the templates under Confidential or Highly Confidential will encrypt the email. Additional permissions as to who can access the email and what they can do with it is determined by the specific label applied. Review the available labels to decide which one best fits your needs.
All Employees - If you are sending to an email address that is not found in our Town email system and then apply an encryption label of “All Employees”, that external user will not have access to the email. Be sure to select “Trusted People” or “Specific People” when sending to external addresses.
Non-Microsoft Recipients - If the recipient of an email encrypted by message encryption doesn't use Outlook, regardless of the account used by the recipient, the recipient receives a limited-time web-view link that lets them read the message. This link includes a one-time pass code.
Encryption on the Go - The Outlook mobile app includes the ability to apply sensitivity labels enabling you to send encrypted and protected emails from anywhere.

Available Encryption Labels

Category Type Description Note Confidential All Employees Confidential data that requires protection, which allows all employees full permissions. Data owners can track and revoke content. If sent to any external recipients, they will receive a notice but will be denied access when trying to view. Confidential Trusted People Confidential data for internal/external sharing that can be reshared by trusted recipients. Recipients will be able to read the message and forward, print, or copy the content. Highly Confidential All Employees Highly confidential data that allows all employees view, edit, and reply permissions to this content. Data owners can track and revoke content. If sent to any external recipients, they will receive a notice but will be denied access when trying to view. Highly Confidential Specific People Highly Confidential data that requires protection and that can only be viewed by specified people, with limited rights. Recipients will be able to read the message but not forward, print, or copy the content. The sender has full permission to their message and all replies.