On the File tab. On the Email Security tab, under Encrypted email , select the Encrypt contents and attachments for outgoing messages check box. To change additional settings, such as choosing a specific certificate to use, click Settings. Important: Office is no longer supported. Upgrade to Microsoft to work anywhere from any device and continue to receive support. Upgrade now. In the message that you're composing, on the Options tab, in the More Options group, click the dialog box launcher in the lower-right corner.
When you choose to encrypt all outgoing messages by default, you can write and send messages the same as you do with any other messages. All potential recipients, however, must have your digital ID to decode or view those messages. On the E-mail Security tab, under Encrypted e-mail , select the Encrypt contents and attachments for outgoing messages check box.
Digital signatures. In the left pane, select Email Security. Under Encrypted email , choose Settings. Finish composing your email and then choose Send.
Encrypt with Microsoft Message Encryption If you are a Microsoft subscriber, here is what is new to you: In an email message, choose Options , select Encrypt and pick the encryption that has the restrictions you want to enforce, such as Encrypt-Only or Do Not Forward. Need more help? Join the discussion. If a recipient who does not have the private key matching the public key used by the sender tries to open an encrypted e-mail, they will see this message:.
This could be temporary, but if you see it again you might want to restart Outlook. Your Digital ID name cannot be found by the underlying security system.
To be able to exchange encrypted messages with certain contacts, you need to share your public keys first. You start by exchanging digitally signed emails not encrypted!
To do this, please follow the steps below:. When the person is added to your Outlook contacts, their digital certificate will be stored with the contact's entry. To view the certificate for a certain contact, double-click the person's name, and then click the Certificates tab.
Once you have shared the Digital IDs with a certain contact, you can send encrypted messages to each other, and the next two sections explain how to do this. Then send the encrypted email as you usually do in Outlook, by clicking the Send button. Yep, it is that easy :. To verify whether the email encryption worked, switch to the Sent Items folder and if your email was encrypted successfully, you will see the Encryption icon next to it.
Encrypt all email messages you send in Outlook If you find that encrypting each email individually is quite an onerous process, you can opt to automatically encrypt all email messages you send in Outlook. However, please note that in this case all of your recipients must have your digital ID to be able to decipher and read your encrypted email.
This is probably the right approach if you use a special Outlook account to send emails within your organization only. Well, as you can see Microsoft Outlook takes a rather burdensome approach to email encryption. But once configured, it will definitely make your life easier and email communication safer.
However, the email encryption method we have just explored has one significant limitation - it works for Outlook only. If your recipients use some other email clients, then you will need to employ other tools. To send encrypted email between Outlook and other non-Outlook email clients, you can use one of the third party mail encryption tools.
Using this tool you can easily create an encryption key, export it and send to your contacts. When your recipient receives the email with the encryption key, they will need to save it to a file and then import the key to their email client.
I won't be going into much detail on how to work with this tool since it is rather intuitive and easy to understand. The installation will progress and may take a minute or so. You may receive a Windows prompt to allow the installation. Once done, you will get the following window. Click Close. At this stage, start or restart Outlook.
To verify that the installation succeeded, start composing a New Email and you should see the Secure Send button as shown below, near the top left:. If the button is not visible, the Message tab may be collapsed. Click on Message in the top menu:. The you should see the Secure Send button.
To prevent the button from disappearing, click the little push-pin like icon towards the extreme right in the Message tab:. Once the Secure Send button is available, you are ready to send encrypted email using Outlook to any email address.
Click the New Email button in Outlook. Compose your email as usual and attach any files you need to send encrypted. Now, instead clicking the Send button, click the Secure Send button. The message content and attachments will be encrypted. Just like in Method 1 and Method 2, the subject is not encrypted. The subject helps your recipient know what the email is about before they get to the decrypted view. Your recipient gets an email from your email address, with the subject that you typed but the email body is changed to look like the following:.
When your recipient clicks the Access Now button, they will be taken to a web page that shows them the secure message that you sent, such as:. Unlike Method 2 OME , there is no back and forth needed between the message web page and email to obtain and enter any passcode.
Rather, to maintain security, the message will automatically expire by the time mentioned in the notification email. The sender can change the number of days after which the message expires. Note: If the recipient happens to have an Encyro account such as because they set a password on your previous message and hence obtained a free Encyro account , then the Access Now button will take them to their Encyro account login page and then show them the secure message after they login.
If your recipient has forgotten their password, they can reset it themselves on the login page without you having to reset their account. Replies: The web page that shows your secure message to the recipient also shows them an option to send a secure reply.
New Secure Email: The Encyro Outlook Addin comes with an upload page that allows you to receive secure messages from your clients without asking them to sign up for any account see 1 minute demo video. For instance, you could send an email without encryption to your client asking for some sensitive document and you could simply include your upload page link in your message or your email signature. Your recipient would click that link to send you a new secure message. This may not be an option with all Outlook encryption add-ins, but is a feature with the Encyro Outlook Addin.
The Encyro Outlook Addin makes it easy for both the sender and receivers to communicate securely. One advantage of this add-in over Methods 1 and 2 is that with Method 3, sending a secure message requires just one click , as opposed to 5 clicks in Method 1 assuming the initial setup has already been done and 3 clicks in Method 3. A second advantage is that this method over method 2 is that it makes it much easier for your recipient to open your secure message. Just one click takes them to your secure message as opposed to the multiple back and forth steps required in Method 2.
A third advantage over Method 2 is that you can use any email account to send your secure messages, while Method 2 OME only works with an Office email service. For instance, you could use Method 3 with a free email account from Gmail, a free email account provided by your website host, or an inexpensive business email account from Zoho, Rackspace or others. Costs: The Encyro Outlook Addin is free. A paid tier is available to obtain additional features such as custom branding, compliance options and audit trails, and organization level multi-user controls.
However, the free tier suffices to send secure messages to your clients. Recommended For: We recommend Method 3, specifically with the Encyro Outlook Addin , for scenarios where you need to send secure messages to clients who may not themselves use Outlook and may also use free web-mail based email accounts such as on Gmail, Yahoo!
Largely, the add-ins fall into two types:. Encyro has an advantage compared to standalone add-ins zero knowledge encryption that, with Encyro, your sent and received messages are available outside of the Outlook add-in as well. For instance, if you happen to be away from your PC with the Outlook and the add-in installed, then with Encyro, you could access your secure messages via a mobile device or a web login from another computer by visiting encyro.
For the stand-alone add-ins only the add-in installed with your Outlook application has the ability to decrypt your secure messages.
Encyro also has an advantage over packaged add-ins in terms of cost. The Encyro Outlook Addin is available free while almost all packaged add-ins require a paid subscription to their complete product. If you only need the Outlook encryption feature, then you can use Encyro for free. A more detailed discussion of Outlook encryption add-in features is provided in this article. Among the three methods, the option to use add-ins is the lowest cost, and also allows using any email account as sender and for receivers.
It is the easiest to use in most scenarios except for cases such as communicating with a government agency or large enterprise that has already opted to setup email encryption certificates in which case Method 1 is required. Both you and your email recipients must also install and share encryption certificates.
This option is not available for you if you need to send encrypted email to free webmail users such as clients on Gmail, Yahoo, iCloud etc. Office Message Encryption OME : This option does not require installing certificates and allows you to send encrypted messages to any email recipient. However, this option is only available to you if you use an Office email account Exchange Online.
Also, you need the Outlook application installed as part of the Office subscription this encryption option is not available in Outlook , Outlook , or Microsoft Office one time license purchases. This option is also likely the most expensive. Using Email Encryption Add-ins: The right Outlook email encryption add-in can let you send encrypted to any recipient any email address, including free webmail users using any email account. So this option to encrypt email in Outlook combines the best of both the previous two options.
Also, this is likely the lowest cost option, or even free. Only Microsoft: Office Exchange Online only. Many: Most email accounts that work in Outlook.
Is initial setup difficult Very Hard: Both you and your recipients must buy and install certificates. Easy: Upgrade to the correct Office subscription. Easy: Install add-in. Easy 1 click : Click Secure Send. How hard for recipient to open your encrypted email Easy: Once initial setup performed, encrypted emails open normally. Moderately Hard: Recipient must request a new code each time, wait for code in email and then enter code to open your secure email.
Easy: Recipient can open with one click link auto-expires for security. Can you receive secure replies Yes: Since recipient also installed certificate, they can send encrypted.
Yes: Secure message view offers option to reply. Can recipient forward No: Unless they help forwardee install certificate. Yes: Encryption applies. Can you receive a new secure message from clients Yes: Since recipient also installed certificate, they can send encrypted. No: They cannot start a new encrypted email. Yes: Yes, for Encyro Outlook Addin varies for other add-ins. Read secure messages outside Outlook e.
Yes: Can access via outlook. Also need certificate for each recipient. Free: Free for Encyro Outlook Addin varies for other add-ins. Overall ease of use Hard: Setup is not possible for many clients. Moderate: Receiving your secure message is hard. You must use Microsoft email. Easy: Easy for you and your clients. Recommended for Sending to government agencies or enterprises that use Outlook and have certificates setup. Sending to your vendors or others where you can mandate your requirements.
Sending to clients on different email services such as Gmail, Yahoo, Hotmail, iCloud and others. Learn the steps to send an encrypted email. Click Options. In the new window that opens, click Trust Center. Click Trust Center Settings. Click Email Security in the left pane.
Your IT staff who installed the certificate should tell you which certificate among the options shown should be selected. In the new window that opens, make sure Import existing ID from file is selected. Click Browse and browse to the certificate file typically a.
Enter the password associated with the certificate file and click OK. You may get a popup like the one shown below, informing you that the security level is set to Medium. It is best to leave it at Medium the only other option to set is High but that will require entering the certificate password more often. Click OK. At this stage, free certificates may cause an additional warning to show up, informing you that Windows cannot validate that the certificate is actually from the claimed certificate authority.
If you get such a warning, and wish to use the certificate anyway, click Yes to continue. Click OK on the Trust Center window to close it. The next step is to share it with your recipient s and also obtain their certificates. Here is how: Start composing a new email in Outlook: On the new message window, click Options in the top menu bar: Then click the little icon next to More Options : In the new Properties window that opens, click on Security Settings
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