Tuesday's Tip #74: Send Encrypted Emails with Outlook (SO EASY!)

Sending an Encrypted Email in Outlook

Did you know you can send an encrypted email in Outlook with just one click or automatically by using a key word in your subject line?  This is so easy you'll be amazed you didn't know this. Ideally, of course you don't send private information in an email - but sometimes it's necessary.

When to Send an Encrypted Email?

Although it depends on your company and your position but odds are most of your messages don't contain information that requires you to encrypt your emails.

• PII (Personally Identifiable Information).
  This includes Social Security Number, full mailing address, spouse and family information, bank or credit card numbers, detailed work information, tax returns etc.
• Secure Business Data.
  Any information considered proprietary by your business that could be used or valuable to competitors.
• Logins and Passwords.
  If possible - don't send passwords and login information but sometimes it may be necessary, if so this should always be encrypted.

Who can Send an Encrypted Email?

You must be an O365 subscriber to utilize this feature.

Who can Receive an Encrypted Email?

Regardless of the recipient's email provider or email application, they'll be able to read the encrypted message. If the recipients use Outlook, the experience is seamless.

How to Send an Encrypted Message 

There are 2 SUPER EASY ways to send an encrypted email.

Method #1: Using a Button on the Ribbon

1. Compose a new message and on the ribbon click Options...Encrypt.
   
   
   
2. Then I send as usual using the Send button.

Method #2: Using the Word "Encrypt" in the Subject Line

1. Compose a message as normal.
   
   
2. Anywhere in the subject line type the word "encrypt"
   
3. Send the email as usual.

How do Encrypted Messages Work?

1. I send a message to someone and go to Options...Encrypt and Send as usual (or include the word "encrypt" in the subject line.
   
   
2. The recipient receives the secure email. In Outlook the email will have a padlock next to it and it's seamless but it also works even if the recipient isn't using Outlook. 
   
3. If they don't use Outlook, they'll receive a limited-time web-view link that will let them read the message. There's no software to install. Simply open the web-view link to see the encrypted message. 
   
   

Other Email Security Options in Outlook

In addition to encrypting individual emails, there are some additional email security options available in Outlook. You can see the specific details here.

• Encrypt ALL outgoing messages.
• Choose different types of security.
• Do Not forward options.

So - ENCRYPT THOSE PRIVATE EMAILS!! You have not excuse because it's SO EASY!!