As we dive deeper into the digital age, the looming threat of cyber-attacks grows. There’s an increasing number of cybercriminals who aim to steal our most sensitive information. For major corporations, any data breach can result in significant financial implications and tarnished reputations.
Most email services have introduced encryption techniques to safeguard both their platforms and users. Both Microsoft Office and Office 365 have in-built email encryption functionalities. Additionally, third-party solutions can integrate with Outlook to offer encryption.
This guide delves into the concept of encryption, its application in Outlook, and the advantages it brings to individuals and enterprises.
Understanding Email Encryption
When you encrypt an email, you’re essentially shielding its content from unauthorized eyes. The message’s content gets transformed into a coded format, decipherable only by the designated receiver. Despite any potential breach, outsiders would only encounter a maze of codes.
A user operates with two keys: public and private. While the public key is accessible to all, facilitating email sending, only the private key decodes the content, ensuring safety during transmission.
Both keys exist as digital codes. While the public key encrypts, the private key, closely guarded by the user, decrypts the information.
Why Opt for Outlook’s Encryption?
Here are a few reasons:
1. Risk Mitigation: Unencrypted emails are an easy target. Confidential documents or personal data transmitted without encryption can be intercepted, posing significant risks to your finances or reputation. Using encryption can protect against potential dangers, even when sharing sensitive information like calendars.
2. Guaranteed Authenticity: Phishing and spam are rampant. By encrypting Outlook emails, you affirm the genuineness of your messages, with digital signatures confirming the integrity of the content.
3. Streamlined Operations: A standardized encryption process facilitates smoother communication. It negates the need for cumbersome steps, like encrypting attachments separately, making it both time and cost-effective.
Ways to Encrypt in Outlook
Outlook offers various encryption options, some native and others via third-party services:
– S/MIME Certificate-based Encryption: This technique requires both sender and recipient to possess certificates. Though a tad challenging, it offers stronger encryption.
– Office 365 Encryption: Embedded within the Office 365 suite, this method is user-friendly and accommodates most email services.
– Add-ons: If you aren’t an Office 365 subscriber, third-party add-ons can fill the void, allowing encrypted communications.
Setting up S/MIME in Outlook
To utilize S/MIME in Outlook, you need a certificate:
1. Go to File > Options > Trust Center > Trust Center Settings.
2. Navigate to Email Security. Under Encrypted email, select Settings and then Get Digital ID. Follow Microsoft’s prompts.
3. Post acquiring a digital signature, import it into Outlook via Trust Center > Digital IDs (Certificates) > Import/Export.
Sending Encrypted Messages in Outlook Using S/MIME
1. Compose a new email.
2. Under Options, select Encrypt and pick your preferred permissions.
3. Send your email.
Office 365’s Email Encryption
This modern approach simplifies the encryption process. With Office Message Encryption (OME), you can seamlessly communicate with non-Outlook users.
Encryption in Outlook 365
1. Create a new email.
2. Click on Encrypt, adjusting permissions as needed.
3. Send your email.
If the Encrypt icon isn’t visible, access settings via the gear icon, select Mail, then Customise actions, and activate the Encrypt option.
Using Paid Certificates for Encryption
Paid certificates provide a seamless experience but require both parties to own a certificate. Although they’re highly secure, they necessitate an initial setup, which might be cumbersome for some.
Third-Party Add-ons for Email Encryption
Add-ons, like Encryo, allow encrypted email communication without an Office 365 subscription. With easy installations and user-friendly interfaces, such solutions ensure recipients access emails with minimal hassle.
Constructing a Framework to Establish Email Encryption Protocols
Email encryption blueprints enable IT supervisors to curate and safeguard email communications. These rules are often framed by four pillars: criteria, tasks, exclusions, and attributes. Criteria provide a filter mechanism based on parameters such as sender, recipient, subject line, message size, digital signatures, among others. Multiple filters can be set.
Tasks specify the action taken on emails satisfying the set criteria – this can range from rerouting and deletion to forwarding.
Exclusions operate on the flip side, earmarking emails that should be exempt from certain tasks. They use the same filters as the criteria.
Attributes append additional directives to emails that are shortlisted. These directives might highlight their importance, set a launch date, toggle their active state, etc.
Harnessing these email encryption blueprints, IT managers can encrypt communications via the Exchange Admin Center (EAC) or the Exchange Online PowerShell. Here’s how:
1. Login to Microsoft 365 admin hub as an administrator.
2. Navigate to Admin Centers and select Exchange.
3. Under EAC, click on Mail Flow.
4. Choose Rules and then the “New” icon.
5. Initiate a new rule.
6. Name your rule using the name tab.
7. Select your conditions under “apply this rule”. Input requisite data.
8. For specifying recipients, pick from the existing list or add new contacts. For deeper customization, access ‘more options’.
9. Under ‘actions’, choose “Modify the message security” and then opt for Office 365 Message Encryption with rights protection.
10. Opt for an RMS template from the available dropdown.
11. Confirm and save.
Such encrypted emails meeting the prerequisites will be dispatched to the desired contacts. To streamline this, construct a distribution list.
Reading Encrypted Emails on Alternate Platforms
Owners of a Microsoft account can effortlessly read encrypted emails post sign-in. Conversely, several email platforms, with the exception of Google and Yahoo, necessitate an additional step. For platforms like Hotmail, a one-time password is required.
Clicking on “Read the message” directs you to a login screen. Mobile app users will be prompted for a singular code. Upon login, you’ll receive a code from [email protected]. Input this to decrypt and read the email.
Streamlining the Encryption Process in Outlook 
To enhance user experience, you can shift the encryption toggle from the options menu to the primary message interface:
1. Click on ‘more commands’.
2. Scroll to find ‘Encrypt’.
3. Add it and confirm.
Queries Answered: Email Encryption in Outlook
What Does “Encrypt Only” Denote in Outlook?
“Encrypt Only” signifies the email is secured. While the recipient can interact with the content, the encryption remains. To modify encryption settings, you can opt to recall the email.
How to View Encrypted Messages in Outlook?
Typically, guidelines accompany the email. Authentication via a transient code sent to your email is standard. Attachments are often exempt from this unless additional security measures were opted for.
Is Free Email Encryption Possible in Outlook?
Yes, through a complimentary digital certificate or external plugins enhancing user experience.
Does Outlook Default to Encryption?
No. But, you can set a default for all outgoing emails via Trust Center Settings. Manual encryption per email is also possible.
Encrypting Email Subject in Outlook: How?
Prefix your subject with [Encrypt] to activate this. For instance, [Encrypt]: (Your Subject).
Adding an Encryption Toggle in Outlook: Steps?
Go to settings (gear icon) > All Outlook Settings > Mail > Customize actions > Activate ‘Encrypt’ in the Toolbar division.
Procedure to Encrypt an Email?
Having enabled encryption settings in Outlook, simply click on ‘Encrypt’ under ‘Options’.
Outlook & Secure Communication
Outlook 365 proffers an excellent encryption feature, bridging secure communication across various platforms. While the built-in feature is great, alternatives like certificate-based encryption and external plugins are available. Equipped with this knowledge, your email communications in Outlook are fortified.