IT compliance made easy

for you and your staff.

With Cryptshare protective email classification.

Due to increasing requirements in data protection and data security, companies have to manage their data processing processes securely. In addition to email encryption, Cryptshare offers the capability to classify data before transmission with Microsoft Outlook. Data classification is an important compliance standard asked for by the GDPR.

Cryptshare protective email classification makes it possible to classify outgoing messages depending on the sensitivity of the contents in different protection classes as defined by the enterprise. Depending on the selected protection class, customised transmission paths and settings can be specified administratively.

Email classification in Outlook


Email Classification in Outlook - GDPR compliant data classification


Email Classification Tool for Outlook

The classification of data is an important compliance standard, which is required by the GDPR, among others.

At the same time, employees have to send data requiring different levels of protection, and individual security requirements must be applied to the transmission of this data.

With the email classification of Cryptshare, both requirements are merged into one convenient solution.

The administrator can, in accordance with legal requirements and company policies, create any email classifications, such as

  • No classification
  • Uncritical data
  • Confidential data
  • Strictly confidential data

directly linking the security level of data transmission.

For example, transfers classified as "non-critical data" could be made without a password. "Strictly confidential data" is only transferred with the highest level of password security. 

In this way, you raise awareness of critical data among your employees and at the same time provide them with a decision-making aid.

Easy handling

The sender uses Microsoft Outlook as usual. If the protective email classification function is activated, the "Email classification" button appears next to the "Send with Cryptshare" button. By clicking on the button, the customizable protection classes available in the company are displayed. If the user moves his mouse over one of the protection classes, a so-called ‘tooltip’ appears, which provides further information on the meaning of the protection class. This helps to train users in security requirements as demanded by the GDPR.
The protective email classification is set up by the administrator according to their legal needs and the company's legal requirements. They can release the user from defining a protection class or make it binding. If the specification of a data class is mandatory, the user must select an option before they can send the message. Only if the selection allows no classification can the user send messages with the protection class "No classification".

Cryptshare protective e-mail classification
How to select a protection class in Outlook

Depending on which delivery rule(s) the administrator has set the respective protection class, the message is:

  • compulsorily sent via Cryptshare (the Cryptshare sidebar will open in which the dispatch will be completed with just a few clicks)
  • not sent by Cryptshare or
  • the sender decides for himself whether it should be sent with Cryptshare or not.

If the settings made by the sender conflict with the settings of the selected protection class, they receive a message and can adjust the settings. This way the company ensures compliance guidelines are kept.
If the dispatch is carried out with Cryptshare, certain transfer options are preset according to selected protection classes. Depending on the selection, they can be editable, greyed out or invisible.

Protection classes in transfer dialog

Transfer options and chosen classification can be seen in transfer dialog

Effective tracking

The sender can easily recognise the classification of his own messages as each protection class has a clear colour coding.

In the "Sent Items" folder and in the upload manager, he can see under which protection class his message was sent.

Easy implementation

The administrator can create the classification rules in the Configurator. They have the possibility to create an example configuration with default values, which can then be changed according to the specifications. This is faster than editing a new empty file. The example configuration includes three classifications for non-critical, confidential, and strictly confidential content.

Learn more about Cryptshare