Capability Guide · Microsoft 365

Microsoft 365 Secure Communication Guide

Design simple, cost-effective secure communication workflows in Microsoft 365 environments.

Microsoft 365Secure emailEncryptionOperational policy

Secure communication goals

Secure messaging should be easy enough for users to follow and strong enough to protect sensitive communication.

Goals

  • Protect sensitive client or internal information
  • Reduce user confusion around secure sending
  • Create clear subject-line or label-based workflows
  • Support audit and policy requirements
  • Avoid unnecessary licensing or complexity when possible

Microsoft 365 options

Microsoft 365 can support several secure email patterns depending on licensing and requirements.

Patterns

  • Sensitivity labels
  • Microsoft Purview Message Encryption
  • Mail flow rules based on subject keywords
  • Data loss prevention policies
  • User training and secure sending guidance

Execution view

AreaWhat to reviewOutput
RequirementWhat data must be protected and for whomSecure email use case definition
DesignSubject trigger, label, DLP, or encryption policySecure communication workflow
TestInternal/external delivery and user experienceValidation report
OperateTraining, support, exceptions, periodic reviewSustainable process
Core principle

The best secure email workflow is the one users can follow consistently while still meeting the business risk requirement.