What Does It Mean To Encrypt An Email

Changing The Text Items

Encrypt an email and prevent forwarding in Outlook

There are a couple of text items that you can change. By default you will see the senders name followed by the line has sent you a protected message. You can change this with the following cmdlet:

# Change introduction lineSet-OMEConfiguration -Identity "OME Configuration" -IntroductionText "has send you an encrypted message"

The button text can be changed as followed, but dont make the text to long, because it will mess up the layout of the button.

# Change read message buttonSet-OMEConfiguration -Identity "OME Configuration" -ReadButtonText "Open Message"

And the text below the button

# Text below the buttonSet-OMEConfiguration -Identity "OME Configuration" -EmailText "This Encrypted message was sent to you by LazyAdmin"

You can also add you own disclaimer and privacy link to the message:

# Privacy Statement URLSet-OMEConfiguration -Identity "OME Configuration" -PrivacyStatementUrl "https://lazyadmin.nl"# DisclaimerSet-OMEConfiguration -Identity "OME Configuration" -DisclaimerText "This encrypted message is confidential for the use of the addressee only. Do not decrypted if you are not the addressee"

We can also add the text line to the portal, where the recipient can read the mail. You can add instruction here for example.

Set-OMEConfiguration -Identity "OME Configuration" -PortalText "This highly secure email is brought to you by LazyAdmin"

Encrypting Mail Using Certificates

Emails that you send can also be encrypted with certificates. The advantage of certificates is that you can open the mail normally. But there is one huge downside of using certificates, your recipient also needs to have its own certificate.

The initial setup is pretty hard, both parties need to buy a certificate online, which costs between $30 and $250 per year depending on your requirements. You will need to add the certificate to your Outlook and first send each other a signed email.

With the signed email you automatically receive the public key of the other. This allows you to encrypt the mail with the public key of the recipient, which then can only be decrypted on a computer that has the matching certificate installed.

If you want to read the encrypted email on your phone, then you first need to install the certificate on your phone as well. The same goes for Outlook Online.

Certificates are really secure once properly installed but are not really user-friendly. The certificate basically allows you to receive encrypted mail because your recipient needs to have a certificate before you can send an encrypted email.

This process is only recommended when your business really requires it.

Email Encryption Hides Your Identity And Protects Your Privacy

Outlook encrypted email uses the integral aspects of cybersecurity, namely: Confidentiality, Integrity, and Authentication .

  • Confidentiality involves making sure that no one can read the message apart from the intended recipient. The senders identity remains hidden from everyone except the intended persons .
  • Integrity means that the email received has not undergone any altercations from the original.
  • Authentication handles the verification of a persons identity.

Every business wants to make sure that its information stays private. When the email is encrypted, you can be sure that classified information or intellectual property stays off the view of unauthorized individuals. All the aspects of the CIA remain untampered.

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What Is Encrypted Messaging And How Does It Work

Encrypted messaging provides end-to-end encryption for user-to-user text messaging. Encrypted messaging prevents anyone from monitoring your text conversations. Many encrypted messaging apps also offer end-to-end encryption for phone calls made using the apps, as well as for files that are sent using the apps.

Encryption is the process of encoding information to prevent anyone other than its intended recipient from viewing it. The concept of encryption is millennia old, as Roman Emperor Julius Caesar reportedly used a simple form of encryption to send messages to his generals.

You might have used a basic form of encryption to send secret messages to your school chums when you were in grade school. Perhaps you used an encryption code similar to A = 18, B = 23, C = 5 and so on.

While the encryption used in todays secure messaging apps is much more complicated and secure than any secret code you used in grade school, the theory is still the same at its basic roots.

Modern data encryption makes use of an algorithm known as a cipher to convert information into what appears to be random characters or symbols. The encrypted information is unreadable to anyone who does not have access to a special key used to decrypt the information so that its readable.

Two modern methods of encryption are the Public Key and the Private Key methods.

How Do You Go About Encrypting Emails

How to Send Encrypted Email on 3 Major Email Platforms

Many companies offer solutions for email encryption. These vendors, in a lot of cases, create add-ins to our centralized email application, which after a quick install of the software, will allow us to encrypt messaged either by typing a keyword in our email subject line, such as secure, or click an encrypt and send button. From there, the recipient will have to log into the secure mail system to access the message.

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What Encryption Options Are Available

As an Outlook.com user with either an Microsoft 365 Family or Microsoft 365 Personal subscription, you’ll see the following:

  • Encrypt: Your message stays encrypted and doesnt leave Microsoft 365. Recipients with Outlook.com and Microsoft 365 accounts can download attachments without encryption from Outlook.com, the Outlook mobile app, or the Mail app in Windows 10. If you’re using a different email client or other email accounts, you can use a temporary passcode to download the attachments from the Microsoft 365 Message Encryption portal.

  • Encrypt and Prevent Forwarding: Your message stays encrypted within Microsoft 365 and cant be copied or forwarded. Microsoft Office attachments such as Word, Excel or PowerPoint files remain encrypted even after theyre downloaded. Other attachments, such as PDF files or image files can be downloaded without encryption.

Benefits Of A Third Party Encryption Service

Many of the big names in the world of email, such as Microsoft, Google and others, automatically provide some level of encryption with the emails that are sent and received on their platforms. This kind of protection, however, may not apply when messages are sent externally – and best effort attempts at encryption, such as TLS, may fail to protect messages.

Instead, it’s better for your business to enlist the help of a third party encryption service that can handle the setup, monitor security threats, and allow you to conduct business as usual while automating your companys email encryption for every user on the companys domain.

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Should You Send Personal Emails From Your Business Account

In most cases, sending personal emails from a business account is not advisable. Employers typically establish policies and guidelines for the user of internal network resources, including the email system used for the business. An Acceptable Use Policy, AUP, outlines what types of communication are and are not allowed via network resources. Additionally, most employers would insist on company business not being conducted over personal email. A web-based, personal email address might not have the same stringent security measures and security protocols in place to protect the data included within the emails.

What Is It Used For

Can Someone See Encrypted Email?

Now that you know what encryption is and how it works, you may be wondering what its used for. As previously mentioned, encryption is essential for a private and secure online experience. Whether you are sending an email, shopping online, chatting with friends, or uploading files to the cloud, theres always sensitive information that needs to be protected.

Even if you might not be aware of it, many of the online services you use already employ some form of encryption. Here are some common encryption uses and how they work.

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Email Encryption: What It Is How It Works And It Can Help Your Organization To Become More Secure

4min read

Email is the most commonly used way for businesses to communicate externally with customers and suppliers. Millions of emails are sent every day as we send contracts, invoices, and important business documents around the world. The only problem is, email is not secure.

Email accounts can be compromised by attackers using phishing attacks or otherwise, exposing your email communications to cyber criminals. Email messages and attachments can also be intercepted as they travel over the email network. By default, emails are not encrypted as they travel from your emails servers to the recipient. This means that if hackers are able to compromise this data, they can read your emails and attachments.

When emails are encrypted however, the contents of the emails are scrambled, so that only the intended recipient can access them. In this article, well cover how encryption works, why its important, and the easiest ways for organizations to implement email encryption.

Why You Should Encrypt Your Email

If you are mailing a check to pay a bill, or perhaps a letter telling a friend or family member that the extra key to your house is hidden under the large rock to the left of the back porch, you might use a security envelope with hatched lines to obfuscate or hide the contents of the envelope even better. The post office offers a number of other means of tracking messages sending the letter certified, asking for a return receipt, ensuring the contents of a package, etc.

Why then would you send personal or confidential information in an unprotected email? Sending information in an unencrypted email is the equivalent of writing it on a postcard for all to see.

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How Do I Send An Encrypted Email

You can create and send an encrypted email in three steps:

  • Open your Office 365 email account, in either the Outlook app or the web portal.
  • Compose a new message.
  • In the beginning of the subject line of the message, include the word ‘encrypt’ with brackets around it. For example: SUBJECT: Please review today
  • Why Should I Use An Encrypted Messaging App

    How to Encrypt Your Email

    At this point in the discussion, you may be thinking that encrypted messaging sounds a bit complicated. Theres good news, though it really isnt so complicated.

    All thats needed on your end is for you to download and install the right app on your computer or mobile device and start using it.

    As a matter of fact, you may already be using an encrypted messaging app, and youre not even aware of it.

    If youre an iOS or macOS user, you most likely use the Messages app thats included with both operating systems. The Messages app uses end-to-end encryption to protect users messages from prying eyes. The app is a perfect example of how simple using an encrypted messaging app can be.

    Android, iOS, macOS, and Windows users may also already be using WhatsApp to send and receive messages with their friends and family. The feature that may have been most attractive to many of you uses end-to-end encryption to prevent monitoring.

    Encrypted messaging apps protect your personal conversations from the prying eyes of those who would monitor your activities. Ill be taking a look at 4 popular encrypted messaging apps and how those apps protect your privacy.

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    What Does It Mean To Encrypt An Email

    Try to imagine the Internet without the email. It doesnt work, does it? The two just go hand in hand and are almost inseparable.

    You probably have at least one email account if not more.

    The email was and still is crucial for communication over the Internet. However, in recent years weve seen more and more problems when it comes to email.

    One problem is that email is not very private.

    That leaves emails vulnerable to hacking, spam, phishing and other forms of malicious attacks.

    But that would never happen to me, Im careful!

    Im sure you are. But so were hundreds of businesses that have been a victim of an email data breach.

    In fact, according to Symantec 2019 Internet Security Threat Report, 1 in 323 smaller organizations are targets of a malicious email.

    The bottom line is this, email is not as private as you think it is. Thats why you need to find a way to secure your communication over it and make it private.

    That means you need to encrypt your emails.

    One Downside: Dont Forget Your Password

    Theres one big downside with end-to-end encryption for the average person: If you lose your decryption key, you lose access to your data. Some services may offer recovery keys that you can store, but if you forget your password and lose those recovery keys, you can no longer decrypt your data.

    Thats one big reason that companies like Apple, for example, might not want to end-to-end encrypt iCloud backups. Since Apple holds the encryption key, it can let you reset your password and give you access to your data again. This is a consequence of the fact that Apple holds the encryption key and can, from a technical perspective, do whatever it likes with your data. If Apple didnt hold the encryption key for you, you wouldnt be able to recover your data.

    Imagine if, every time someone forgets a password to one of their accounts, their data in that account would be wiped out and become inaccessible. Forget your Gmail password? Google would have to erase all your Gmails to give you your account back. Thats what would happen if end-to-end encryption was used everywhere.

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    How Do You Send An Encrypted Text

    As mentioned above, plain text can be encrypted in email messages using protocols such as PGP and S/MIME. These protocols encrypt the text in an email message so that it cannot be read without the public key to decrypt the message. Even it is intercepted and printed out by a hacker, the text of the message remains encrypted. What about text messages though? Can encrypted texts be sent?

    Business is done via many mediums in the modern era that go well beyond email. This includes communicating about business matters using text messages on smartphones. Apps such as WhatsApp and Telegram help encrypt the messages being sent from one person to another, while programs such as Signal allow you to encrypt messages from your chosen messaging app already installed on a mobile device.

    New Encrypt Button And Updates To Email Encryption

    Sending an encrypted email

    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.

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