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Email Data Loss Prevention (DLP)

04/21/25

Texas Woman’s University (TWU) 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.

Protected Information Types

DLP scans for information such as:

  • 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 is a valid business purpose, encryption is required before sharing sensitive data.


Encrypting an Email in Microsoft 365 or Outlook Client for Windows and Mac

To encrypt a message:

  1. Open a new email.
  2. Select the Options tab.
  3. Click Encrypt.
  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.
  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 Technology Service Center.

 

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