Email communication is essential for businesses of all sizes. However, the convenience of email does come with a few security risks. Email encryption is the process of converting the content of an email into a code to prevent unauthorised access.
Did you know that 361.6 billion emails are sent and received globally every single day? This sheer volume of email usage highlights the critical need for security measures like encryption. This guide will help you understand what is email encryption, why encryption is necessary, and how it works.
What is an encrypted email?
Understanding what does it mean when an email is encrypted is vital, as it provides an additional layer of security beyond standard password protection. An encrypted email is a message that has been encoded to protect its content from being accessed by anyone other than the intended recipient. Encryption scrambles the message into an unreadable format, which can only be decrypted using a specific key.
Should emails be encrypted?
Yes, emails should always be encrypted! The financial implications of a data breach can be severe, with the average cost per breach reaching around $4.24 million. Encrypting emails helps protect confidential data from unauthorised access, potentially saving businesses significant sums in the event of an attempted breach.
Dangers of email attacks
Emails are one of the most common targets for a cyber-attack, making encryption crucial. Despite the availability of encryption technologies, around 53% of companies still leave over 1,000 sensitive files unencrypted, leaving them vulnerable to attacks. These breaches can lead to significant financial losses, reputational damage, and legal implications for businesses.
Which regulations require encrypting emails?
In many industries, email encryption is not just a recommendation but a regulatory requirement. Regulations like the GDPR in the EU and UK, and HIPAA in the US mandate email encryption to protect sensitive data. Non-compliance with these regulations can result in severe fines and penalties.
What is encrypting an email and how does it work?
Now that you know what is encrypted email, let’s go over how it works. Email encryption works by using cryptographic algorithms to scramble the content of an email into an unreadable format. There are two primary types of email encryption: symmetric and asymmetric encryption. Symmetric encryption uses the same key for both encryption and decryption, while asymmetric encryption uses a pair of keys—a public key for encryption and a private key for decryption.
What are the benefits of email encryption?
Now that you understand what does it mean if an email is encrypted, let’s go over some of the benefits. These benefits include improving confidentiality, avoiding identity theft, and ensuring compliance with regulatory requirements. By encrypting emails, businesses can significantly enhance their overall security.
Improving confidentiality
Email encryption helps protect the confidentiality of communications by ensuring that only the intended recipient can read the message. This is particularly important when dealing with proprietary information or personal details. For example, a legal firm should implement end-to-end email encryption across all communications with clients, which not only ensures compliance with industry regulations but also enhances client trust.
Avoid identity theft
One of the critical benefits of email encryption is its role in preventing identity theft. Cybercriminals often target unencrypted emails to steal personal information for fraudulent activities, such as cell phone numbers and birthdays. Encrypting emails adds a strong layer of protection, making it much more challenging for attackers to access and misuse this personal data.
Ensuring compliance
Email encryption helps businesses meet the stringent requirements of laws such as GDPR and HIPAA. These regulations require the protection of sensitive information, and encryption is a key method for achieving this. Compliance not only avoids legal consequences but also builds trust with clients and partners.
Best practices for secure email communication
Now that you know what is an email encryption, let’s go over some cybersecurity best practices that you should follow. Avoid using public Wi-Fi to access email, as these networks are often insecure and susceptible to attacks. Always use strong, regularly updated passwords, and employ two-factor authentication to add an extra layer of security to your communications. Here are a few other things to keep in mind:
The role of multi-factor authentication (MFA) in email security
While not a direct form of email encryption, Multi-Factor Authentication (MFA) adds an essential layer of security. MFA requires users to provide two or more verification factors to gain access to their email accounts, significantly reducing the risk of unauthorised access. This practice is becoming increasingly common as a critical step in securing email accounts.
The importance of secure email gateways (SEGs)
Secure Email Gateways (SEGs) are becoming increasingly important for organisations looking to protect their email communications. SEGs offer advanced threat protection, data loss prevention, and encryption functionalities, making them a critical tool in the fight against email-based threats.
Preparing for the future with quantum-resistant encryption
Knowing what is encryption in email is important, but you need to stay on top of new trends. As quantum computing edges closer to reality, the potential threat it poses to current encryption standards cannot be ignored. Quantum-resistant encryption is emerging as a crucial development aimed at creating algorithms that even quantum computers cannot crack. This forward-thinking approach is important in preparing for a future where quantum computing could otherwise harm digital security.
FAQs about encrypting emails
What is the difference between encrypted and unencrypted email?
The difference between encrypted and unencrypted emails lies in the security of the content. Encrypted emails are scrambled and can only be read by someone with the correct decryption key. In contrast, unencrypted emails are sent in plain text and can be easily intercepted and read by unauthorised parties.
Is there a difference between secure and encrypted email?
While often used interchangeably, “secure” and “encrypted” emails are not necessarily the same. Secure email typically refers to any email protected by security measures, such as passwords or secure servers. Encrypted email specifically refers to the use of encryption algorithms to scramble the email’s content, providing a higher level of security.
How do you tell if an email was sent encrypted?
Determining whether an email was sent encrypted depends on the email service or software you are using. Some email clients display a padlock icon next to the message, indicating that it was encrypted. In other cases, you may need to check the email headers or use specific software to verify encryption.
Are my emails automatically encrypted?
Whether your emails are automatically encrypted depends on your email provider and the settings you have configured. Some email services offer automatic encryption, while others require users to enable it manually. It’s essential to check your email provider’s settings and ensure that encryption is enabled if you want to protect your communications.