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How to Override Data Loss Prevention (DLP) When Sending Mail to an External Recipient
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    • How to Override Data Loss Prevention (DLP) When Sending Mail to an External Recipient

    Owned by Preston Merkel
    Last updated: Feb 26, 2025
    2 min read

    What is Data Loss Prevention (DLP)?

    Seattle University has implemented Data Loss Prevention (DLP) policies to protect sensitive information from being accidentally or intentionally sent to unauthorized recipients. When sending an email containing high-risk data (such as Social Security Numbers, financial information, or personal identifiers) to an external recipient, you will receive a MailTip warning in Outlook.

    This guide explains how to override the DLP policy when necessary.

    1. Understanding the DLP MailTip Notification

    When you attempt to send an email that contains sensitive data, you will see a policy tip warning like this:

    1. Steps to Override DLP and Send the Email

    If you are authorized and need to send the email despite the warning, follow these steps:

    If you override sending this email a notice will be sent to the Information Security team.

    A. In Outlook for Windows (Desktop Client)

    1. Compose your email as usual.

    2. If the email contains sensitive data, you will see a policy tip notification at the top of the message.

    3. Review the recipient(s) to ensure they are the intended external contacts.

    4. Click on Override (highlighted in blue within the warning message).

    5. Confirm your action if prompted.

    6. Click Send to deliver the email.

    B. In Outlook.com (Webmail)

    1. Draft your email in the Outlook web interface.

    1. If the system detects high-risk data, a policy warning banner will appear.

    1. Click on Override to bypass the restriction.

    1. Provide a reason for overriding, if required.

    1. Press Send to finalize the email.

    1. Important Considerations Before Overriding

    • Verify Recipient Information – Ensure the recipient is authorized to receive sensitive data.

    • Use Encryption When Possible – If sending sensitive data externally, see our https://seattleuniversity.atlassian.net/wiki/x/AYD0TQ documentation.

    • Avoid Unnecessary Overrides – Only override when absolutely necessary and in compliance with data security policies.

    • Check for False Positives – If you believe the policy tip was triggered incorrectly, review your email for any mistakenly identified sensitive data.

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