How to Encrypt Emails and Stay Cybersecure
Email is one of the most common ways of communicating. While it is perfectly suited for quickly exchanging routine information, it is not necessarily a secure channel for sending confidential data. That is why it is a good idea to avoid emailing confidential and personal data, whenever possible.
But in reality, sometimes there are business reasons for sending confidential information by email. When that is the case, consider adding a layer of security and take a few other precautionary measures to protect the contents of your messages. Here’s how:
- Take a “copy break:” Instead of sending copies of the email to your usual distribution lists, minimize the number of people you copy, sharing the materials only with authorized people who have a legitimate business need.
- Check and re-check: Before you hit send, make sure the email addresses you entered are correct and double check auto-populated email addresses (especially if you know people with similar names). Make sure you have attached the correct files too.
- Send it “under cover:” Use built-in email tools to encrypt messages, scrambling the data so it is unreadable without a password or key. It is easy to do this in Outlook (see below).
- Spread the word: If you receive confidential and personal data via unencrypted email, ask the sender to resend the message using encryption. Also recommend the sender delete the original unencrypted email from their email folders and empty their recycle bin (and do the same on your side).
Encrypting Emails in Outlook
Step 1: Create email, add attachments, type recipients name etc.
Step 2: Navigate to the options tab, (top menu) look for encrypt
Step 3: Click encrypt, then choose the level of protection you prefer
Step 4: Click send when finished
When possible, play it safe and avoid using email to share confidential and personal data. See the Privacy Matters resource page for more information about keeping your emails secure.