Jan
2025

Simplifying Document Classification and Email Encryption

by Jordan January 14th, 2025 in Microsoft Cloud

𝗦𝗶𝗺𝗽𝗹𝗶𝗳𝘆𝗶𝗻𝗴 𝗗𝗼𝗰𝘂𝗺𝗲𝗻𝘁 𝗖𝗹𝗮𝘀𝘀𝗶𝗳𝗶𝗰𝗮𝘁𝗶𝗼𝗻 𝗮𝗻𝗱 𝗘𝗺𝗮𝗶𝗹 𝗘𝗻𝗰𝗿𝘆𝗽𝘁𝗶𝗼𝗻 𝗶𝗻 𝗠𝟯𝟲𝟱  In today's digital age, protecting sensitive information is crucial. However, many organizations struggle with efficiently classifying documents and ensuring secure email communication. Here is how Microsoft 365 (M365) can help streamline this process:

𝗟𝗮𝗯𝗲𝗹𝗶𝗻𝗴 𝗮𝗻𝗱 𝗖𝗹𝗮𝘀𝘀𝗶𝗳𝘆𝗶𝗻𝗴 𝗗𝗼𝗰𝘂𝗺𝗲𝗻𝘁𝘀 𝗶𝗻 𝗠𝟯𝟲𝟱.

𝟭. 𝗖𝗿𝗲𝗮𝘁𝗲 𝗦𝗲𝗻𝘀𝗶𝘁𝗶𝘃𝗶𝘁𝘆 𝗟𝗮𝗯𝗲𝗹𝘀: Use the Microsoft Purview compliance portal to create labels like Private, Confidential, and Highly Confidential to classify and protect data.

𝟮. 𝗔𝘂𝘁𝗼-𝗟𝗮𝗯𝗲𝗹𝗶𝗻𝗴: Automatically apply labels based on content, either client-side (during editing) or service-side (in SharePoint, OneDrive, or Exchange Online).

𝟯. 𝗠𝗼𝗻𝗶𝘁𝗼𝗿 𝘄𝗶𝘁𝗵 𝗗𝗮𝘁𝗮 𝗖𝗹𝗮𝘀𝘀𝗶𝗳𝗶𝗰𝗮𝘁𝗶𝗼𝗻 𝗗𝗮𝘀𝗵𝗯𝗼𝗮𝗿𝗱: Track label usage and manage classifications.

𝗘𝗻𝗰𝗿𝘆𝗽𝘁𝗶𝗻𝗴 𝗘𝗺𝗮𝗶𝗹𝘀 𝘄𝗶𝘁𝗵 𝗖𝗹𝗮𝘀𝘀𝗶𝗳𝗶𝗲𝗱 𝗔𝘁𝘁𝗮𝗰𝗵𝗺𝗲𝗻𝘁𝘀.

𝟭. 𝗦𝗲𝘁 𝗨𝗽 𝗘𝗺𝗮𝗶𝗹 𝗘𝗻𝗰𝗿𝘆𝗽𝘁𝗶𝗼𝗻: Configure Microsoft Purview Message Encryption to protect sensitive emails.

𝟮. 𝗗𝗲𝗳𝗶𝗻𝗲 𝗠𝗮𝗶𝗹 𝗙𝗹𝗼𝘄 𝗥𝘂𝗹𝗲𝘀: Automatically encrypt emails with classified attachments (e.g., those labeled Confidential or Highly Confidential) using mail flow rules.

𝟯. 𝗠𝗮𝗻𝘂𝗮𝗹 𝗘𝗻𝗰𝗿𝘆𝗽𝘁𝗶𝗼𝗻: Users can manually encrypt emails in Outlook when needed.

By implementing these steps, organizations can ensure that documents are properly classified and sensitive emails are encrypted automatically, reducing the risk of data breaches.

Jordan Smith is a distinguished technical expert specializing in Microsoft Cloud technologies. With a wealth of experience in cloud computing, Jordan has developed numerous practical guides and tutorials that help professionals navigate the intricacies of Microsoft Azure and other cloud services. His practical writing style has made complex cloud concepts accessible to a broad audience.

Jordan holds certifications in Microsoft Azure and is passionate about helping organizations leverage cloud technology to drive innovation and efficiency.