Why Native Microsoft Encryption Often Reaches Its Limits in Practice
Standard features in Office 365 provide basic protection. However, in highly regulated B2B environments, such as when transferring financial data or health information, friction points quickly arise in everyday operations.
Heterogeneous Recipient Landscapes Impede Reliability
Not every communication partner uses Microsoft 365. Native encryption often forces external recipients into portals or requires Microsoft accounts. This disrupts business processes and reduces acceptance.
Lack of Central Governance Increases Operational Effort
When encryption must be manually activated per email by the user, compliance risks arise due to human error. IT managers lose traceability of critical data leaks.
The Conbool Solution for M365
Encrypt without App Switching
Your employees send emails as usual from Outlook. Detection of confidential content and encryption (via S/MIME or PGP) occur fully automatically in the background. No add-ins.
Control Governance Centrally
Replace isolated user decisions with global policies. Administrators define in the central dashboard when data must leave the tenant encrypted.
Secure Portal Fallback
If the recipient does not support traditional encryption, the Conbool Portal or PDF encryption automatically steps in. The message is securely provided, and the recipient authenticates seamlessly.
Which Organizations is This Solution Relevant For?
Regulated Industries
Critical infrastructure operators, banks, or healthcare providers who exchange sensitive personal data daily via Microsoft 365.
Complex Compliance
ISO 27001 certified companies that require full audit trails and central approval mechanisms instead of isolated solutions.
Large Partner Networks
Fast, legally secure exchange of construction plans with suppliers without forcing a complex key management structure on them.
Looking for the Technical Implementation for Admins?
This overview focuses on business value and compliance. Want to know how mail flow, connectors, and PowerShell are configured in your Exchange Online architecture? Switch to the technical perspective.
To Technical Implementation in Exchange OnlineMicrosoft Purview (OME) vs. Conbool
Native 365 features are optimized for internal networks. For true, standardized, and GDPR-compliant B2B cryptography, this is often not enough.
Office 365 Limitations
- Proprietary Walled GardenRecipients without M365 are often forced to Microsoft logins or complex portals.
- Lack of Standard ProtocolsNo native S/MIME gateway support for smooth communication with authorities or highly regulated B2B partners.
The Conbool Smart Host Solution
- Universal CompatibilityAutomatic negotiation of PGP or S/MIME. No key? Fallback to the customizable Conbool Secure Portal.
- True Data SovereigntyYou maintain full control over your cryptographic key material, completely separate from Microsoft.
M365 Native Feel. True Security.
This is how invisibly the Conbool Gateway works in the background when your users send emails from Outlook.
1. Outlook App
User types the email as always in M365 and clicks Send.
2. Conbool Gateway
Policy set applies: Conbool signs and encrypts fully automatically (S/MIME).
3. Recipient
Receives the message smoothly in their own email client.
Frequently Asked Questions (M365)
Do my employees need to learn a new email program for Conbool?
Why isn't Microsoft Purview (OME) enough?
Who manages the certificates for the M365 integration?
Does the encryption also work in the Outlook Mobile App?
How are shared mailboxes supported in M365?
Ready for Secure Microsoft 365 Communication?
Close compliance gaps in your M365 environment without slowing down your users. Schedule a call with our security experts.