How to send and read encrypted emails

We do not recommend sending confidential information (red data) via email. Instead, you should store confidential information as recommended in the storage guide and sharing guide, and share it from there as a link in an email.

• Read more about storing, sharing, and classifying data and information

If you select the sensitivity label Red (In Confidence) in an email and attachments of types .docx, .pptx, and .xlsx are encrypted, but the attachment does not receive the sensitivity label, this means that the attachment is not marked with the label and access is restricted to the recipients and the sender of the email.

Note:

• The recipient of an email encrypted with the sensitivity label Red (In Confidence) cannot remove this label. Only the sender who applied the label can remove it from the email thread.
• To read an encrypted email, the recipient must use Outlook on Windows, Mac, iOS, or Android. If the email has been moved to MS365, the recipient can also view encrypted emails in the new webmail at outlook.office.com.
• Encrypted emails cannot be forwarded, printed, or copied.

Encrypt an email by applying a sensitivity label

Note: If you need to send red data via email, you must encrypt the email by applying a sensitivity label as described here.

Apply a sensitivity label in Outlook for Windows

1. Open a new email and add the recipient(s).
2. Click on the Sensitivity button in the toolbar at the top of the email and select Red (In Confidence) sensitivity label, the email will be encrypted.

You can also access the same option by clicking No label on the far right of the subject line. Once you have selected the Red (In Confidence) sensitivity label, the email will be encrypted.

3. The email is encrypted when you have chosen Red (In Confidence). 
4. Enter 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.
5. Recipients of emails with sensitivity labels can only access the content using Outlook. Users without Outlook can read and manage such emails in webmail at https://outlook.office.com if their email has been moved to MS365.

Apply a sensitivity label in Outlook for Mac

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

3. Select Red (In Confidence) from the pop-up menu that opens.

4. Once you have selected Red (In Confidence), the email will be encrypted.
5. Enter 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.
6. Recipients of emails with sensitivity labels can only access the content using Outlook. Users without Outlook can read and manage such emails in webmail at outlook.office.com if their email has been moved to MS365.

Apply a sensitivity label in webmail (OWA)

Note: You can send and receive emails with sensitivity labels in webmail only if your mailbox is in Microsoft 365 (outlook.office.com). Users of OWA (webmail - mail.uio.no) cannot send or receive emails with sensitivity labels.

1. Open a new email and add the recipient(s).
2. Click on the Sensitivity button in the toolbar at the top of the email, and select Red (In Confidence).
   
3. You can also access the same option by clicking on the shield icon on the far right in the area where the Send button is located. 
   
4. Once you have selected Red (In Confidence), the email will be encrypted.

5. Enter 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.

6. Recipients of emails with sensitivity labels can only access the content using Outlook. Users without Outlook can read and manage such emails in webmail at https://outlook.office.com if their email has been moved to MS365.

Apply a sensitivity label in Outlook Mobile (Android)

1. Open a new email and add the recipient(s).
2. Click on the arrow in the bottom right corner of the screen to show more options. You may need to hide the keyboard to see the arrow.
   
3. Click on Add Sensitivity Label, and select Red (In Confidence).
   
4. Once you have selected Red (In Confidence), the email will be encrypted.
5. Enter 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.
6. Recipients of emails with sensitivity labels can only access the content using Outlook. Users without Outlook can read and manage such emails in webmail at https://outlook.office.com if their email has been moved to MS365.

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

1. Open a new email and add the recipient(s).
2. Click on the small blue plus icon at the bottom of the screen.
   
3. Click on Set Sensitivity
   
4. Once you have selected Red (In Confidence), the email will be encrypted. 
   
5. Enter 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.
6. Recipients of emails with sensitivity labels can only access the content using Outlook. Users without Outlook can read and manage such emails in webmail at https://outlook.office.com if their email has been moved to MS365