How To Secure Email In Outlook

How To Use Ome Encryption With Outlook

How To Send Secure Email In Outlook 2010

You’ll be relieved to know that OME does not involve certificates at all in fact, Office 365 Message Encryption is pretty straightforward in comparison to S/MIME. So long as you have a valid Office 365 subscription, you’ll be able to send encrypted messages to anyone, regardless of what mail client they use, so long as they don’t mind doing a bit of legwork to read what you’ve written.

Before you can send an encrypted email via OME, you’ll need to make sure that your current subscription supports the feature. Luckily, this can be done in a few clicks.

Head to and sign in as usual, or open up your Outlook ProPlus app, and open up a new email. If OME is enabled, the Encrypt button in the top menu should not be grayed out.

Once you’ve confirmed that you can use OME, you can send an encrypted email right away! To do so, follow along with these simple steps:

  • Type up your email.
  • Navigate to Options in the top menu and hit Encrypt. You can also prevent your encrypted email from being forwarded by selecting the arrow beneath this Encrypt button.
  • You’ll be notified by a pop-up that encryption will be applied to your email.
  • You’re all set! Finish your email and send it when you’re ready.
  • Send Encrypted Email From Office 365

    Office 365 secure emails can be send using Outlook Online. The principal and technique are the same as with Outlook, only the menu looks a bit different.

  • Compose a new email in Outlook Online
  • Select Encrypt in the toolbar
  • Click Change Permissions if you also want to prevent forwarding of the email
  • Click Send when done.
  • If you dont see the encrypt button, then click on the 3 dots. You can also add the encrypt button to the bottom toolbar:

  • Select the gear icon and choose All Outlook Settings
  • Select Mail
  • Enable Encrypt.
  • How Can The Recipient View The Encrypted Email Using Microsoft 365

    If you send the encrypted email to the recipients Outlook account, then the email will contain the subject and a lock icon denoting that the message is protected. You can double-click on the email. After Outlook verifies the recipient, the content of the email will appear.

    You can still send encrypted messages to recipients who dont have an Outlook or Office 365 subscription. For example, if your recipient has a Gmail account, they will receive an email as a protected document.

    You can click on the button to view the message. It will direct to Outlook Online. Choose between the two options to verify your account. You can either sign in with a one-time passcode or sign in again with your mail ID. After the verification, recipients can read the content of the email.

    You May Like: How To Start Email To Professor

    Some Of The Frequently Asked Questions About How To Send A Secure Email In Outlook

    Is There A Way To Send A Secure Email?

    There are many ways to send a secure email that are very easy. You have to follow some simple steps and you will be able to send a secure email.

    Are Password Protected Emails Really Secure?

    Password-protected emails are very secure because they have a password attached to them. Any common human cannot open a password-protected email without a password.

    What Does It Mean To Encrypt An Email In Outlook?

    Encrypting email in Outlook means locking any email with the help of a password or a code so that no one can open that email without the password and code.

    How Do I Read An Encrypted Email In Outlook?

    You will need the correct password or code to read the encrypted email. You cant read any encrypted email without a password.

    How Do I Encrypt An Email In Outlook Web App?

    To encrypt email with the help of the Outlook Web App, you have to follow the above steps.

    How To Send A Secure Email In Outlook In 2021: The Final Conclusion

    If you are thinking of sharing any private thing with anyone with the help of email, then encrypted email can be the right and secure way for you. You must use it. If you have any problem encrypting email then you can tell us with the help of comments.

    New Encrypt Button And Updates To Email Encryption

    How to Send Encrypted Email on 3 Major Email Platforms

    With the new Office update, email encryption in Outlook got better.

    This feature is available only to Microsoft 365 Subscribers for Windows desktop clients.

    • The Permissions button is replaced with the Encrypt button .

    • The new Encrypt button contains both encryption options . The S/MIME option is only visible if you have S/MIME certificate configured in Outlook.

    Don’t Miss: Why Wont My Email Update

    How To Send Encrypted

    Now, to send an encrypted message to a recipient, you need to have their certificate . So assuming your contacts have procured their own email encryption certificate and have sent you a digitally signed email from their Outlook application, follow the steps below to add their certificate to your contact data.

    Add Recipient’s Certificate to Contact Data: These steps need to be followed for every email recipient who will receive encrypted email from you.

    • Open the digitally signed email received from that recipient .
    • In the top area where the “From” information for the message is shown, right– click the sender’s name and click Add to Outlook Contacts. If the Contact is already in your contacts, you may use the option to Edit/Update the contact instead of adding a new contact.
    • In the contact card that opens, click Certificates in the top ribbon. Note: In some older versions of Outlook, the full contact card may not open at this step – go to the People view in Outlook and then in the list of contacts shown, double click this contact to open their full contact listing. Once the full contact card is opened, you should be able to see the Certificates button in the top menu as shown below.
    • The contact card should then show you a list of certificates with at least one certificate for that contact and when you select that certificate, it will show you a message informing you that the certificate can be used to encrypt messages that you send to this contact.

    S/mime Encryption For Outlook

    S/MIME encryption can be tricky to configure namely because your intended recipient will need to be using an email service that supports S/MIME and have it set up and ready to rock. This is pretty unlikely. S/MIME requires that you acquire a certificate to validate your identity and, of course, requires that your recipient have one, too. It’s a lot of legwork, and to make matters worse, S/MIME can be rendered totally ineffective if an encryption key gets lost or falls into the wrong hands.

    • All in all, S/MIME is probably only going to be used effectively by folks whose workplaces already have it set up.

    OME Encryption for Outlook

    With Office 365 Encryption, you won’t need any certificates to send encrypted messages. You will need a valid subscription, however, which can set you back a pretty penny. Whilst sending encrypted emails via OME is straightforward, your recipients will have a bit of work to do to access the message. OME requires recipients to either sign in to an Office 365 account or confirm their identity via a single-use password, sent as a code to a mobile device or email account. Some recipients won’t have a problem with this, whereas others may struggle to understand what’s asked of them, or be unable to presently confirm their identity.

    • Although, OME can successfully send encrypted emails to recipients using email clients other than Outlook!

    What about Encryption Add-ons for Outlook

    Also Check: How To Find Out Your Icloud Email

    Office 365 Message Encryption To Secure Email Outlook

    Office 365 Message Encryption allows you to send an encrypted email to any email address. This feature is not limited to only Outlook users. You can send emails from your Outlook account to any other email provider. However, you need to upgrade your Office 365 account to a premium plan that provides you encryption features.

    Prerequisites and Initial Setup

    The main requirement for Office 365 encryption is that you must have subscribed to the Office 365 premium version that has an Outlook encryption feature.

    How to Send Encrypted Email Using OME

    Unlike the S/MIME certificate encryption, you need to perform complicated steps. The procedure is easy compared to the previous method. Follow the steps below to encrypt email in Outlook.

    • Open MS Outlook and start composing an email.
    • Now, press the Options button in the menu bar.
    • After that, select the Encrypt option to secure your email.
    • You will see a message on the screen stating that encryption is enabled.
    • Now, complete your email and send it, as usual. It will be encrypted.

    Save Mail Attachments In Bulk From Multiple Emails In Outlook

    How To: Secure Messaging for Outlook Email Security

    Summary: Rather than saving each attachment in a folder on your computer using Outlook, you can choose to download and save all attachments from your emails at once. This saves time, effort and helps manage the attachments. In this blog, you will learn the steps to download all attachments at once from emails in Outlook and a solution to automatically download all attachments from every email in any desired folder on your computer.

    When you receive an email in Outlook with multiple attachments, you can save them individually to a directory on your system. However, saving each attachment individually takes time. Fortunately, Outlook also provides an option to save all attachments in a particular email at once.

    But what if you want to save all attachments from every email? That may take several hours or even weeks if you have hundreds or thousands of emails, as Outlook does not provide an option for such a task.

    There could be several reasons you may want to extract and save the attachments from the emails, such as investigation purpose, backup to the cloud, reducing the Outlook data file or increasing the mailbox storage, etc.

    This article explains how to save all attachments from an email in the same folder using Microsoft Outlook 2010, 2013, 2016, 2019, or 2021. You will also learn a solution to automatically save all the attachments from all your emails in Outlook to a folder on your computer in just a few clicks.

    Recommended Reading: How To Get Your Old Email Back

    Look For The Trusted Sender Icon

    When you receive emails, it is important to check for the green shield and trusted sender message. This will allow you to check the safety of a message that arrives in your inbox, particularly if something arrives that you are suspicious about.

    Anytime a message arrives in Outlook that does not have the trusted sender icon, it worth checking with the sender to verify that they actually sent the message if not it could be a phishing attack.

    Send A Digitally Signed Or Encrypted Message

    When you need to protect the privacy of an email message, encrypt it. Encrypting an email message in Outlook means it’s converted from readable plain text into scrambled cipher text. Only the recipient who has the private key that matches the public key used to encrypt the message can decipher the message for reading. Any recipient without the corresponding private key, however, sees indecipherable text.

    A digital signature on an e-mail message helps the recipient verify that you are the authentic sender and not an impostor. To use digital signatures, both the send and recipient must have a mail application that supports the S/MIME standard. Outlook supports the S/MIME standard.

    Outlook supports two encryption options:

  • S/MIME encryption – To use S/MIME encryption, the sender and recipient must have a mail application that supports the S/MIME standard. Outlook supports the S/MIME standard.

  • Microsoft 365 Message Encryption – To use Microsoft 365 Message Encryption, the sender must have Microsoft 365 Message Encryption, which is included in the Office 365 Enterprise E3 license.

  • Read Also: How Do I Restore My Gmail Account

    Saving Mail Attachments In Bulk From Multiple Emails

    To save the mail attachments in bulk from an email you received in Outlook, follow these steps,

    • Open Outlook and then double-click on the email you want to download all the attachments.
    • Look for the attachments in the email and click the down arrow next to the attachment.
    • From the options, choose Save All Attachments.
    • Select the attachments you want to download and click OK
    • Browse and choose a location or folder to save all the attachments and click OK.
    • This will save all the selected attachments in bulk at your desired location or folder.

    Alternatively, you may also open an email and then follow these steps to save all the attachments,

    • Double-click on a message or email with attachments to open it.
    • Go to File> Save Attachments
    • Select all the attachments that you want to save. Next, hold the CTRL or SHIFT key to select multiple or specific attachments for saving and click OK.
    • Choose a location and then click OK to save the attachments.

    To save attachments in bulk from multiple emails, you can use Stellar Repair for Outlook software. Although the software is designed to fix corrupt or inaccessible PST files, it can also manage your Outlook attachments and PST files.

    The technician version provides a compact PST file option that essentially extracts all the attachments from every email in your Outlook to a separate folder. The best part is that the attachments are interlinked, and thus, you can access all the attachments from the emails.

    Encrypt A Single Message With Ms Outlook

    Encrypt an email and prevent forwarding in Outlook

    Once you and your recipient have exchanged digital signatures you can send encrypted messages to that recipient. Here’s how to do it:

    1. Start by creating the message you want to encrypt in Outlook. From within the message, click the File tab. The following screen appears:

    Options Properties

    2. Click the Properties icon. The Properties dialog box appears over your message:

    Security Settings

    3. Click the Security Settings button. In the Security Properties box, check the box next to Encrypt message contents and attachments.

    4. Make any other changes in the Security Properties box, as needed.

    5. Click OK, then click Close on the Properties dialog box.

    6. Send your encrypted message.

    Don’t Miss: How To Send A Video Too Big For Email

    Microsoft Outlooks Encryption Problem

    On Microsofts support site regarding encrypting email messages, it mentions supporting S/MIME and Office 365 Message Encryption but theres a catch!

    These types of encryption only work if both the sender and the recipients mailing applications support it. If not, youre forced to send email attachments without encryption and you can forget about keeping your attachments secure and confidential.

    Being aware of this issue, TitanFile decided to tackle it head-on by developing an Outlook add-in that makes outgoing email attachments secure.

    TitanFiles Secure Send add-in for Outlook encrypts your emails and attachments so that they remain completely confidential while in-transit and at rest. It will even bypass attachment size restrictions and allow you to send files larger than 25mb through Outlook.

    The best part is, you and your recipients dont need to support the same type of encryption. You can send encrypted emails to anyone directly from Outlook.

    Its the easiest and most secure way to send encrypted emails and attachments from Outlook.

    Popular Articles

    Related Stories

    Stay on top - Get the daily news in your inbox