How to Set the Sensitivity Level on Outlook for More Secure Emails

Overview of Email Sensitivity Levels in Outlook

A "sensitivity level" in an Outlook email refers to a feature that allows you to classify the confidentiality of an email message by assigning a label like "Normal," "Personal," "Private," or "Confidential." By assigning appropriate sensitivity levels to your emails, you can control who can view, forward, and edit your messages. This feature is essential for protecting sensitive information and ensuring that your email communications remain private and secure.

Sensitivity Level	Description	Restrictions	Ideal Use Cases
Normal	For everyday, general-purpose emails	Minimal restrictions	Casual correspondence, non-confidential project updates, or general inquiries
Personal	For emails that are intended for a specific recipient and should not be shared further	Limited forwarding and replying	Personal messages, confidential company information that's not extremely sensitive, or internal communications that should be kept private
Private	For emails containing sensitive information that should be accessed only by specific individuals	Stricter limitations on forwarding, replying, and printing	Confidential business information, sensitive customer data, or internal discussions that require a higher level of privacy
Confidential	For emails containing highly sensitive information that requires the utmost protection	Severe restrictions on forwarding, replying, printing, and copying	Highly classified information, trade secrets, or other information that could have significant negative consequences if disclosed

Importance of Setting Sensitivity Level

Email sensitivity settings are crucial for email privacy because they help you control who can access and share your messages. By assigning appropriate sensitivity levels to your emails, you can:

• Prevent Unauthorized Access: Restrict access to sensitive information by limiting who can view, forward, and edit your emails. This helps prevent unauthorized disclosure of confidential information.
• Comply with Data Protection Regulations: Adhere to data protection regulations such as GDPR and CCPA by handling sensitive information with care. By using sensitivity levels, you can demonstrate that you are taking appropriate steps to protect personal data.
• Protect Confidential Information: Safeguard confidential business information, personal data, or other sensitive content from unauthorized disclosure. This is especially important for organizations that handle sensitive information, such as healthcare providers, financial institutions, and government agencies.
• Maintain Professionalism: Use sensitivity levels to convey the importance of your messages and encourage respectful handling of sensitive information. By using appropriate sensitivity levels, you can show that you value the confidentiality of your communications.

How to Adjust Email Sensitivity in Outlook

Step 1. Draft a new email message.

Step 2. In the new message window, click on "Message Options," which locates in the "Follow up" section.

Step 3. Under "Settings", in the Sensitivity list, select "Normal, Personal, Private, or Confidential." Each sensitivity level has different restrictions on who can access and modify the email. The default value is Normal.

Step 4. Click on "Close" to save the sensitivity level.

Step 5. Once you have composed your message, select "Send."

Troubleshooting Issues with Sensitivity Options

If you encounter any issues with sensitivity options, consider the following troubleshooting steps:

• Check Outlook Settings: Ensure that your Outlook settings are configured correctly to support sensitivity levels. This includes checking your Exchange Server configuration and ensuring that the necessary policies are in place.
• Verify Exchange Server Configuration: Confirm that your Exchange Server is configured to support sensitivity levels and that the necessary policies are in place. Your IT administrator can help you verify and configure these settings.
• Update Outlook: Keep your Outlook client up-to-date to ensure compatibility with the latest features and security patches. Out-of-date software can lead to various issues, including problems with sensitivity levels.
• Contact Your IT Administrator: If you continue to experience problems with sensitivity options, consult your IT administrator for assistance. They can help you troubleshoot the issue and provide guidance on how to configure sensitivity levels correctly.

Bonus Tip: How to Manage and Back up Outlook Emails

This article addresses the question “how to set the sensitivity level in Outlook?”. If you’re considering backing up your Outlook, MultCloud can be extremely useful. Trusted by over 3 million users, MultCloud is a multi-cloud management tool that facilitates the transfer or synchronization of files between various cloud services.

For instance, you can save your Outlook emails as PDFs to your computer or cloud drives, such as Google Drive, OneDrive, or Dropbox, in bulk. MultCloud also enables you to access and manage all your cloud or Email accounts via a single application. Currently, it supports more than 30 different cloud services, including Google Drive, OneDrive, Dropbox, Box, Google Photos, iCloud Photos, FTP, WebDav, and more.