How to Send Encrypted Email

Information Technology |  March 2026

Overview

Union County uses Microsoft Sensitivity Labels to protect sensitive information sent by email. When you compose a new message in Outlook, you will see a sensitivity label button in the upper-right corner of the compose window. It defaults to General.

To send an encrypted email, change that label before you click Send. The steps below walk you through the process.

Steps to Send an Encrypted Email

1. Open Outlook and click New Email.
2. Fill in the To, Subject, and Body fields as you normally would.
3. Locate the sensitivity label button in the upper-right corner of the compose window. It will show General by default.
4. Click the drop-down arrow next to General.
5. Select the label that matches the level of protection needed:
6. Confidential — Use for sensitive information shared with specific, known recipients.
7. Highly Confidential — Use for the most sensitive data, such as legal, financial, or personnel records.
8. When prompted, choose the specific people who are authorized to access the email. Enter their names or County email addresses.
9. Click Send. The message will be encrypted and restricted to only the recipients you specified.

Note: If you do not see the sensitivity label button, or if Confidential and Highly Confidential are not available, contact the IT Help Desk.

Sensitivity Label Reference

Use this table to choose the right label for your message.

Receiving an Encrypted Email

Residents and outside recipients who receive a Confidential or Highly Confidential email from a county address will receive a notification with a secure link. They will be prompted to verify their identity using a one-time passcode before viewing the message.

• County employees with the matching label permissions will see the message open automatically in Outlook.
• External recipients will receive a notification email with a link to read the message securely.

Note: If an external recipient cannot open an encrypted message, ask them to check their spam or junk folder. If the problem continues, contact the IT Help Desk.

Common Questions

• Can I send encrypted email to an address outside the County? Yes. External recipients will receive a secure notification link and be prompted to authenticate.
• What if I chose the wrong label? Recall the message if possible, then resend with the correct label. Notify the original recipients to disregard the earlier message.
• Can a recipient forward a Highly Confidential email? No. Highly Confidential blocks forwarding, printing, and copying.
• The label drop-down is missing or grayed out. Your account may need to be configured. Contact the IT Help Desk for assistance.
• Do attachments get encrypted too? Yes. When you apply a sensitivity label, the label encrypts both the message body and all attachments.

Need Help?

Contact the IT Help Desk for assistance with sensitivity labels, account access, or encryption issues.

Email correspondence to and from this sender may be subject to the North Carolina Public Records law and may be disclosed to third parties.

For internal use only  |  Union County Information Technology