Outlook - How do I prevent the transfer of an email? Tutorial

In this video, you will learn how to prevent the transfer of an email.
The video covers the steps to take when sending an email to ensure its contents are protected and cannot be forwarded.
By selecting the "do not forward" option in the email's options menu, you can prevent the recipient from transferring, printing, or copying the email's content.
This feature is especially useful when sending sensitive information.
If the recipient is using Outlook, they will see a padlock icon and an information message indicating that the email cannot be transferred.
If the recipient is using another email client, they will receive a link to view the message and may need to prove their identity.
This prevents unauthorized individuals from accessing the email's content.
By following these steps, you can send emails with confidence, knowing that their contents are secure.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive understanding of how to prevent the transfer of an email in Outlook, ensuring the protection of its contents. It outlines the steps to encrypt an email, the implications for recipients using different email clients, and the security measures in place for attachments.

Chapitres :

Introduction
In today's digital communication landscape, protecting sensitive information is crucial. This guide explains how to use Outlook's features to prevent the forwarding of emails, ensuring that your messages remain confidential.
Preventing Email Transfer
To prevent the transfer of an email, follow these steps when composing your message in Outlook: 1. Go to the 'Options' menu. 2. Select 'Encrypt'. 3. Choose 'Do Not Forward'. By doing this, a notification will appear, indicating that the content of your message cannot be transferred, printed, or copied. This feature allows you to send your email with confidence, knowing that its contents are protected.
Handling Attachments
If your email includes an attachment, Outlook will notify you that the attachment is also protected. If the file supports rights management, you can click 'Learn More' to view a list of supported file types. This ensures that all aspects of your email, including attachments, are secure.
Recipient Experience
When the recipient opens your email: - If they are using Outlook, they will see a padlock icon and an information message indicating that the email cannot be forwarded. Even if they attempt to click the transfer button, no action will occur. - If the recipient uses a different email client, they will receive a link to view the message. For Gmail users, they will need to verify their identity by logging in with Google. Other email services may require a one-time code sent via email, valid for 15 minutes. Recipients can opt to save this code for 12 hours on their personal computers.
Viewing and Responding to Emails
When the email contains an attachment, it will open in the recipient's browser. They can view or download a preview of the attachment. While they can reply to your email, the transfer button will remain grayed out, ensuring that the email's contents remain secure.
Conclusion
By utilizing Outlook's encryption features, you can effectively protect your email communications. This guide has outlined the steps to prevent email transfer, the handling of attachments, and the recipient's experience, emphasizing the importance of maintaining confidentiality in digital correspondence.

FAQ :

How can I prevent my email from being forwarded?

You can prevent your email from being forwarded by selecting the 'Do Not Forward' option in the email settings before sending your message.

What happens if I send an encrypted email?

If you send an encrypted email, the recipient will receive a notification that the message cannot be forwarded, printed, or copied. They will see a padlock icon indicating the message's protection.

What should the recipient do to access an encrypted email?

If the recipient uses Outlook, they will not need to do anything special. If they use another email client, they may receive a link to view the message and will need to verify their identity using a single-use code.

How long is the single-use code valid?

The single-use code is valid for 15 minutes. If the recipient checks the box to save the code, it can be stored for up to 12 hours.

Can the recipient reply to an encrypted email?

Yes, the recipient can reply to the encrypted email, but the transfer button will be grayed out, preventing them from forwarding the message.

Quelques cas d'usages :

Protecting Sensitive Information in Corporate Emails

In a corporate environment, employees can use the 'Do Not Forward' feature to send sensitive information, such as financial reports or confidential client data, ensuring that the information remains secure and is not shared without authorization.

Secure Communication for Legal Documents

Lawyers can utilize email encryption to send legal documents to clients, ensuring that the documents cannot be forwarded or copied, thus maintaining confidentiality and compliance with legal standards.

Sharing Personal Information Safely

Individuals can use encrypted emails to share personal information, such as medical records or personal identification, with healthcare providers, ensuring that their sensitive data is protected from unauthorized access.

Collaborating on Sensitive Projects

Project teams can use email encryption when sharing project plans or proprietary information with external partners, ensuring that the information is only accessible to authorized individuals.

Training Employees on Email Security

Organizations can conduct training sessions to educate employees on the importance of email encryption and the 'Do Not Forward' feature, helping them understand how to protect sensitive information in their communications.

Glossaire :

Email Encryption

A method of securing email content to prevent unauthorized access. It ensures that only the intended recipient can read the message.

Do Not Forward

An option in email settings that prevents the recipient from forwarding, printing, or copying the content of the email.

Rights Management

A technology used to protect sensitive information from unauthorized access and distribution. It controls how the content can be used and shared.

Padlock Icon

A visual indicator in email clients that signifies the message is protected and cannot be forwarded or copied.

Single Use Code

A temporary code sent to a recipient to verify their identity when accessing a secure email. This code is valid for a limited time.

Preview

A feature that allows the recipient to view the content of an email or attachment without downloading it.

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an email in order to protect

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its contents and prevent it

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from being sent to other people.

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To do this when sending your email,

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go to options. And then to encrypt,

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choose do not forward.

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A message tells you that he will

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now be impossible to transfer,

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print or copy the content of your message.

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You can send it with confidence.

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If your message contains an attachment,

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outlook will notify you

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that he will be protected.

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If it is a file that

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supports rights management,

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click learn more to see

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the list of supported file.

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If the recipient of your

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message also uses outlook,

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he or she will not have to do anything

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specific when receiving your message.

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A padlock icon and an information

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message tells him or her that it is

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a message he or she cannot transfer.

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Even if the transfer button is clicked,

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nothing happens.

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If your recipient is using

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another email client,

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he or she will receive a link

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to view the message.

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If this recipient is on Gmail,

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he or she will then get the opportunity to

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prove his or her identity by logging in

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with Google on other messaging services.

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This recipient will have to use

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a single use code.

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Which would be sent to him by email.

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This code will be valid for 15 minutes.

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If your color uses his or

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her personal computer,

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this color can then check this box to

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save the code for a period of 12 hours.

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The Mail opens in his or her browser

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if it contains an attachment.

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He or she can view or download a preview.

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He or she can of course reply to this email,

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but the transfer button is grayed out.

Mandarine AI: WHAT YOU SHOULD KNOW

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