Sending Confidential Emails via Outlook with IRM

30.10.2025

In a digital work environment where sensitive information is shared daily, it's essential to send emails securely. Outlook offers a powerful feature for this: Information Rights Management (IRM). With IRM, you can not only encrypt your email but also control what the recipient is allowed to do with it. This helps prevent confidential information from being forwarded, printed, or copied.

IRM is particularly useful in situations where discretion and control are critical. For example, HR communications such as sending payslips or contracts, IT security updates involving passwords or tokens, legal documents like NDAs or compliance reports, and strategic management information. In all these cases, you want to ensure that the content is only read by the intended recipient and not shared further.

Using IRM in Outlook is straightforward. Start by composing a new email. Then click on ‘Options’ in the top menu bar, followed by the padlock icon. You’ll see two options:

Encrypt: The recipient must enter a one-time passcode to verify their identity before they can view the message. If you're sending between two Outlook accounts, this happens automatically.
Do Not Forward: The recipient cannot forward your email, print it, or copy its contents.

These settings ensure your confidential communication stays within the intended boundaries.

Note: IRM must be activated by your IT department. If you don’t see these options, contact your local IT.