How to Encrypt Email in Outlook

Email security is one of the biggest concerns among users. Everyone wants to protect their valuable data from unauthorized use and data breach. For Outlook users, there are various methods to encrypt email in Outlook.

The three main options available to you for email encryption are S/MIME certificate encryption, Office 365 Message Encryption (OME), and Encryption Add-in. We will describe all of them in detail. You can opt for any method as per your preference.

#1. Use S/MIME Certificate to Encrypt Email in Outlook

Secure/Multipurpose Internet Mail Extension or (S/MIME) Certificate is a technology that helps you to encrypt your valuable emails. It is an advanced way through which you can password-protect Outlook email so that only you and the required recipients can access the message. S/MIME certificate is the most effective way to encrypt email in Outlook because it provides you excellent security. However, It is a premium encryption technique.

Prerequisites and Initial Setup

Before using the S/MIME certificate, you need to make some necessary setups. These are mandatory to enable email encryption. You need to fulfill the below conditions.

• Buy the S/MIME certificate for yourself and import it to MS Outlook. Also, you have to share it with all the recipients that you want to share your file.
• The selected recipients should also install the Outlook encryption certificate to their Outlook application or any other S/MIME compatible email application. To open their encrypted emails, you must have their security certificate.

You can purchase the encryption certificate from any Certificate Authorities. Do not get confused with SSL Certificate as it is advertised mostly. When you buy the S/MIME certificate from a CA, they will send you a file containing the certificate and a password. You have to use them to encrypt email in Outlook 2016 and other versions.

Create a Backup of the Certificate and Password

It is necessary to create a backup of the security certificate and password. If you lost the certificate or password, you will not access your earlier encrypted emails. Also, when you set up Outlook in another system, you need the same certificate and password to access old emails.

Import Security Certificate to Encrypt Email in Outlook

After purchasing the S/MIME Certificate, the next step is to install that certificate to your Outlook application. Follow the steps below to enable Outlook encryption.

• Launch MS Outlook application on your desktop.
• Click on the File button on the menu bar and then select the Options tab.
• It will open a new wizard. Choose the Trust Center option from the left options.

• Now, click on the Trust Center Settings button.

• After that, choose the Email Security tab from the left pane on the screen.
• In the Digital IDs (Certificate) section, click on the Import/Export button.

• Now, make sure that the Import existing Digital ID from a file option is enabled.
• Click on the Browse button and locate the downloaded certificate.
• After that, enter the required password in the Password field. Press OK.
• A new pop-up wizard will open. Leave the security level to medium and press OK.
• If you receive any warning message regarding the use of a security certificate, choose Yes to enable the security parameters.
• Now, you will be sent back to the Trust Center window. Click on the OK button.

As you encrypt email in Outlook, security certificate, you need to share it with selected recipients. So that they can open the encrypted emails.

Share the Certificate with the Recipient

To share the security certificate, you have to send an email with a digital signature to every recipient whom you want to include in the list of encrypted emails.

Follow the instructions below to share the certificate.

• Open MS Outlook and click New Email to compose the new email.
• In the new message window, click on the Options button in the top bar.
• After that, select the More Options button to open more settings.
• Now, click on the Security Settings button in the Properties window.
• In the next pop-up, opt for the Add digital signature to this message option and press OK.
• At last, send this message to all the required recipients.

Add Recipient Certificate to Outlook

After sharing the S/MIME certificate, you can send an encrypted message to your selected recipient. However, if your recipient sends you an encrypted message, you must have their S/MIME certificate and password installed in your Outlook application.

So, to encrypt email in Outlook, you first have to follow the below steps.

• Open the received digitally signed mail from your recipient.
• Right-click on the sender’s name and select Add to Outlook Contacts.
• Now, open the contact card and click on the certificates button.
• After that, you will see the certificate used for open encrypted emails.

Now, you can open any encrypted email received from this contact.

How to Send Encrypted Email?

• Compose a new email in Outlook and click on the Options button.
• Press the More options button in the top bar.
• It will open the properties page, click on the Security Settings button.
• Now, tick the Encrypt message content and attachments option and press OK.
• After that, compose the email and add attachments as usual. Your email will get encrypted.

It is the most effective technique to encrypt email in Outlook. However, it is the most expensive method. Also, it is very complicated for new users. Therefore, you can opt for other procedures to encrypt PDF files.

#2. 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.

#3. Use Add-ins for Outlook Encryption

The easiest and most effective method to encrypt an email is by using an Add-in. Through this option, you can send encrypted email Outlook to various email accounts. Also, you do not need to perform complicated steps to read the email. Therefore, it is the ideal option for beginners or non-technical users.

Prerequisites and Initial Setup

The necessary condition to perform this method is that you must have installed the Encyro Outlook Addin. If you do not have this addin, download it from the official add-in’s website.

As you download the add-in, install it and then open the MS Outlook application. Now, you will see a Secure Send option in the top left. Pin the button to prevent it from disappearing.

How to Encrypt Email in Outlook Using Add-in?

The procedure to send an encrypted email using the Outlook encryption Add-in is easy. It is the simplest among all the three methods discussed. After composing an email and adding attachments to it, press the Secure Send button instead of the usual Send button.

When your recipient opens the email, they will get an email from a hidden message body. As they click on the Access Now button, they will be directed to a web page.

Alternate Solution to Encrypt Emails in Outlook

As we know that Microsoft Outlook uses the OST and PST file formats to store the emails. Here, using the Outlook Password Recovery Tool users can easily add password or encrypt the Outlook PST files. Even with the software, users can remove the password from any Outlook files successfully.

Conclusion

After learning all the techniques to send encrypted email Outlook, you can decide the most favorable option for you. Using S/MIME Certificate to password-protect Outlook email is the most secure way preferred for communication with government bodies. However, it is also the most expensive way. Encryption Add-in for Outlook is a free technique and the OME technique lies between them in features and cost.

Within the blog, if you fails to encrypt the emails by the above methods, then you can opt for the alternate method i.e. Outlook Password Recovery tool to add password or encrypt the Outlook PST files. It also remove password from Outlook PST files.

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