Email Data Loss Prevention (DLP)

Texas Woman’s University uses Email Data Loss Prevention (DLP) to protect sensitive and confidential information from being shared inappropriately via email. ​​​​​ DLP automatically monitors messages and enforces rules that prevent certain types of content from being sent without the proper security measures.

What is DLP?

Email Data Loss Prevention (DLP) is a security feature used at TWU to prevent the unauthorized sharing of confidential or sensitive information via email. It monitors email traffic and enforces rules to prevent certain types of information from being sent outside the university’s secure environment.

Protected Information Types

DLP protects against sending emails containing the following types of sensitive data:

• Social Security numbers (SSNs)
• Protected Health Information (PHI)
• Credit card or banking information
• Other Personally Identifiable Information (PII)

Behavior of DLP Rules

External Email Recipients (Non-TWU addresses)

• Messages containing confidential information are blocked.
• The sender receives a notification explaining the reason for the block.
• Examples of blocked content include SSNs, credit card numbers, and similar data.

Internal Email Recipients (TWU addresses)

• Messages containing confidential information must be encrypted.
• If a message is sent unencrypted, the sender is prompted to encrypt it before resending.
• If there's a business reason to share sensitive information internally, encryption is required.

How to Encrypt an Email in Microsoft 365 or Outlook

To encrypt a message:

1. Open a new email.
2. Select the Options tab.
3. Click Encrypt (or Permission depending on your Outlook version).
4. Choose the appropriate encryption level:
   • Encrypt Only – Encrypts the content but allows forwarding and printing.
   • Do Not Forward – Prevents the recipient from forwarding, copying, or printing the message.
   • Confidential – Restricts actions and marks the email as confidential.
   • Confidential View Only - Prevents the recipient from forwarding, copying, or printing the message and marks the email as confidential.
5. Compose the message and click Send.

Important Notes About Gmail

• Gmail does not support message encryption.
• Emails sent from Gmail containing sensitive data will be blocked - even to internal TWU recipients.
• Use Microsoft 365 or Outlook to send encrypted internal messages.

What Users Should Do

• Only share sensitive data when necessary.
• Use Microsoft 365 or Outlook and apply encryption for internal sharing.
• Do not use Gmail to send confidential information.

Support

For additional support, contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, techchat.twu.edu, or submit a request through the Technology Service Center.

Links:

• How to Encrypt Email in Microsoft 365 (Microsoft support)