Did you know that 94% of malware is delivered via email? With cyber threats increasing, businesses must take extra precautions to secure their communications. One simple yet powerful solution is encrypting your emails.
In this blog, we’ll walk you through how to send an encrypted email in Outlook. You’ll learn how to set up encryption, send secure messages, and troubleshoot common issues. Whether you’re using S/MIME or Microsoft 365 Message Encryption, this guide will help you keep your emails protected.
Understanding Email Encryption
Before we dive into how to send an encrypted email via Outlook, let’s take a moment to understand what encryption means. Encryption is a key part of keeping your communications secure, especially for businesses. Knowing why encryption matters will help you see how vital it is for protecting sensitive information.
What is Email Encryption?
To clarify what is an encrypted email, it’s simply an email that’s been coded to protect sensitive information from unauthorised access. The person on the other end needs the correct decryption key to access the email, making sure only the intended recipient can read it.
Why Encrypt Your Emails?
Cyberattacks are happening more often, and businesses are frequently targeted. By encrypting your emails, you add an extra layer of security that helps keep your business communications safe. It’s not just about protecting data—it’s about maintaining client trust and meeting legal requirements.
Encrypting your emails can:
- Safeguard sensitive data like financial reports or contracts.
- Ensure compliance with laws such as GDPR.
- Build trust with clients by protecting their confidential information.
Setting Up Email Encryption in Outlook
Outlook offers two main encryption options: S/MIME encryption and Microsoft 365 Message Encryption. Understanding how to send an encrypted email outlook involves knowing the differences between these options and how to configure them properly. Both methods ensure your email is encrypted before sending.
Prerequisites for Encryption
Before you start sending encrypted emails, there are a couple of things you’ll need.
- S/MIME encryption: Both you and the recipient need to use a mail app that supports S/MIME and must have encryption certificates.
- Microsoft 365 Message Encryption: Available to Microsoft 365 subscribers, this option includes features like Encrypt-Only and Do Not Forward.
Once these requirements are met, you can easily start sending encrypted emails. Each encryption method ensures that only your intended recipient can access the email. Let’s look at how you can set up encryption in Outlook.
Obtaining a Digital Certificate
For S/MIME encryption, a digital certificate is essential. This certificate verifies your identity and allows you to send encrypted emails. Without it, S/MIME encryption won’t work.
1. Purchase or Request a Certificate (CA)
To get started, you’ll need to purchase or request a certificate from a trusted Certificate Authority (CA). This certificate will serve as your digital ID for sending encrypted emails. It’s a necessary step for ensuring your emails are properly secured.
2. Install the Certificate
Once you’ve got your certificate, you’ll need to install it in Outlook. Here’s how to do that:
- Go to File > Options > Trust Center > Trust Center Settings in Outlook.
- Click Email Security and select your installed S/MIME certificate under Certificates and Algorithms.
- Click OK to finish the setup and enable encryption.
Configuring Outlook for Encryption
Once you’ve installed the certificate, you’ll need to configure Outlook to start sending encrypted emails. This setup ensures that your outgoing emails are properly secured. Follow the steps below to get started.
1. Open Outlook
First, launch Outlook on your computer. Make sure you’re signed into the account where you want to enable encryption. It’s important to configure the correct email account.
2. Access Account Settings
Next, navigate to the account settings to configure encryption. Go to File > Options > Trust Center > Trust Center Settings. This is where you’ll find the necessary encryption settings.
3. Configure Email Security
In the Trust Center Settings, select Email Security to access encryption options. Under the Encrypted Email section, click Settings. This will allow you to manage the encryption preferences.
4. Choose Your Certificate
Now, select your installed certificate under Certificates and Algorithms. This certificate will be used to sign and encrypt your emails. Once selected, click OK to confirm your settings.
Sending an Encrypted Email
Once Outlook is configured, learning how to send an encrypted email in Outlook becomes a straightforward process. This ensures that your emails remain secure while being transmitted. Follow these steps for how to send an encrypted email from Outlook securely.
Creating a New Encrypted Email
Let’s go through the steps for creating a new encrypted email in Outlook. These instructions will help you quickly get your message encrypted. It only takes a few clicks to ensure your email is secure.
1. Compose a New Email
Start by opening Outlook and clicking New Email to create a new message. Write your email as you normally would, including the subject and body text. This is the first step before applying encryption.
2. Access Encryption Options
Next, go to the Options tab in the email window. Click Encrypt to see the available encryption options. You can choose between Encrypt-Only or Do Not Forward, depending on your needs.
3. Encrypt the Email
Choose the encryption method that best fits your email’s requirements. Encrypt-Only ensures that only the recipient can read the email. If you choose Do Not Forward, it adds an extra layer of security by restricting forwarding.
Adding Recipients and Sending
Once your email is encrypted, the next step is to add recipients and send it. The process is simple but critical to ensure your email is protected. Let’s walk through it.
1. Add Recipients
Enter the email addresses of your recipients in the To field. Make sure they have the necessary tools to decrypt the message, like an S/MIME certificate or Microsoft 365 account. Without these, they won’t be able to read your encrypted email.
2. Send the Email
Finally, click Send to securely transmit your email. Once sent, the message is protected by the encryption method you chose. Your recipients will now receive the encrypted email, ensuring their data is safe.
Verifying Email Encryption
After you’ve sent your email, it’s important to verify that the encryption was applied correctly. This step ensures that your email has the security you intended. By knowing how to send an email encrypted Outlook, you can always double-check your encryption status for peace of mind.
Checking Encryption Status
Once the email is sent, it’s easy to verify if encryption was used. You can do this directly in your Sent Items folder. Follow these steps to make sure your email was properly encrypted.
1. Open the Sent Email
Start by navigating to your Sent Items folder in Outlook. Find the email you just sent and open it. This is where you can check the encryption details.
2. Verify Encryption
Look for a lock icon next to the email you sent. This lock icon confirms that the email was encrypted before sending. If you see the lock, your message was protected successfully.
Confirming Receipt and Decryption
To make sure the recipient can decrypt and read your encrypted email, you’ll need to verify the process from their side. This step ensures that the email is not only sent securely but also accessible to the intended recipient. Here’s how to confirm their decryption.
1. Recipient’s Experience
The recipient will receive a prompt asking them to decrypt the message. They’ll need either their private key or a Microsoft 365 account to access the email. This ensures that only authorised recipients can read the message.
2. Decryption Process
Once the recipient follows the decryption process, they will be able to read the email securely. The email contents will be fully accessible after decryption. This guarantees that your encrypted message has been received and read safely.
Troubleshooting Common Issues
Sometimes encryption issues arise, which can make how to send an encrypted email via Outlook tricky. If you’re having trouble with encryption, these troubleshooting steps can help. From certificate installation issues to recipient decryption errors, there are solutions to keep your emails secure.
Encryption Not Available
If you don’t see encryption options in Outlook, there are a few things you can check. First, make sure your encryption certificate is properly installed. You should also update Outlook to the latest version to ensure encryption features are enabled.
Recipient Issues
If the recipient can’t decrypt your email, there might be a compatibility issue. Verify that the recipient has their own S/MIME certificate or a Microsoft 365 account. Additionally, confirm that their email client supports the encryption method you used.
Best Practices for Secure Email Communication
Sending encrypted emails is a great first step toward securing your communications. However, there are additional steps you can take to enhance security even further. Follow these best practices to protect your sensitive data.
Regularly Update Certificates
Make sure to keep your certificates up to date to avoid any security risks. Expired certificates will prevent you from sending encrypted emails. Regular updates ensure your communications remain protected.
Use Strong Passwords
Always secure your email accounts with strong, unique passwords. This adds an essential layer of protection against unauthorised access. For extra security, consider enabling two-factor authentication.
Educate Recipients
Help your recipients understand how to decrypt and read encrypted emails. Providing clear instructions can save time and ensure smooth communication. This also minimises the risk of confusion or missed messages.
Why Choose Nexus Group for Secure Communication Solutions
Nexus Group is a trusted leader in providing identity solutions that secure your business communications. We offer solutions that protect everything from your IoT devices to encrypted email communications. Whether you need help with email encryption or broader identity management, Nexus Group has the tools to keep your data safe.
FAQs
How do I send a confidential email in Outlook?
To send a confidential email, go to the Options tab and click Encrypt. Select Do Not Forward to prevent the recipient from forwarding the message. This ensures your email remains private and secure.
How do I unencrypt an email in Outlook?
To decrypt an encrypted email, you’ll need to follow the instructions provided by your email client. Use your private key or Microsoft 365 account to unlock the message. This process ensures only authorised recipients can read the email.
How do I encrypt an email in Outlook without a certificate?
If you don’t have a certificate, Microsoft 365 Message Encryption allows you to still secure your emails. Simply choose Encrypt-Only from the encryption options available in Outlook. This method provides encryption without needing a separate certificate.
How to check if email is encrypted in Outlook?
To verify if your email is encrypted, open your Sent Items folder and check for a lock icon next to the email. Alternatively, you can view the email’s properties to confirm encryption. If you see the lock, your email was sent securely.