If you have Office 365 then sending encrypted mail is actually easy. You can do this without installing any certificates from both Outlook as Outlook Online to any recipient role ( Gmail, iCloud, Outlook ) .
other options to secure your electronic mail in Outlook are to use Cerficiates or a third-party circuit board for Outlook .
In this article, we are going to take a search at the different options, how to use them and what the professional and cons are from each of them.
Email Encryption Options
As mentioned in the beginning there are three ways to basically secure your e-mail from Outlook. Each of them has there own advantages, but some are harder to set up. We have the come options when it comes to email encoding :
- Office 365 Message Encryption – Part of Office 365. Easy to use, does not require to install certificates. You can send emails to any email client. Requires a couple of handlings to open the email when not using Outlook though.
- Certificate-based Encryption – Both sender and recipient need to have public certificates to encrypt and decrypt the email. Harder to install, but in the end easier to use if you are sending a lot of encrypted emails.
- Outlook Add-ins – If you don’t have Office 365 then you can easily send encrypted emails using a third-party add-in.
Office 365 Encrypted Email
Microsoft Office 365 Message Encryption ( OME ) allows you to easily send encrypted emails to your recipient. The advantage of OME is that you and the recipient role preceptor ’ t necessitate to install any security to encrypt or open the electronic mail .
When you send an e-mail with Office 365 Message Encryption, the recipient receives an e-mail with lone the topic. Depending on the mail node of the recipients, they can either plainly open the e-mail ( verification is done in the backdrop ) or the recipient can read the electronic mail and attachments in an on-line environment after an supernumerary verification step .
You will need to send the e-mail from Outlook or Outlook Online, but the recipient role doesn ’ deoxythymidine monophosphate motivation to have Outlook or an Office 365 subscription. Encrypted emails can be opened with any e-mail node .
To use Office 365 Message Encryption you will need to have one the following Microsoft 365 Plans :
- Microsoft 365 Personal or Family
- Office 365 Enterprise E3 or E5
- Microsoft 365 Enterprise E3 or E5
- Microsoft 365 Business Premium
- Office 365 A1, A3, or A5
How-to Send Encrypted Email Outlook
To send an code e-mail from Outlook you don ’ t need to set up anything. You can merely compose a new e-mail and encrypt it :
- Compose a new email open Outlook and compose a new electronic mail. Simply add the recipient role, subject, and body. You can besides add attachments to the e-mail, just like you normally do :
- Encrypt Email The next step is to encrypt the e-mail :
– Select Options
– Click on EncryptYou can besides select other options under code which I will explain later.
It ’ s possible to move the Encrypt button to the first tab key “ Message ”. This will save you one extra click to encrypt emails.
- Send the email After you have applied the encoding you will see a little note above the address fields that the electronic mail is encrypted.
Click on Send to send the electronic mail to the recipient role ( randomness ).
- Opening the Encrypted Email in Outlook If the recipient role is using Outlook then they receive the fasten e-mail with the original topic and a lock icon.
Outlook will verify the recipient in the background after you double-click on the electronic mail. It will then open merely like a normal e-mail.
Opening a Secure Email in other Mail Clients
The recipient role does not need to have Outlook or Office 365 to open the code electronic mail. When you send a batten electronic mail to Gmail for example the recipient will see lone the subject and a button to the read the message .
When you click on R ead the message you will be sent to Outlook Online where you need to verify your account. Depending on the client, this can be done with a One-time passcode which will be sent to the intended recipient or by signing with the identity supplier of your mail customer ( Gmail, Yahoo ID, Personal Microsoft Account )
After confirmation, you can read the electronic mail and attachment in the Outlook Online environment. The recipient can reply or ahead ( when allowed ) the electronic mail while keeping the encoding in stead .
Send Encrypted Email from Office 365
office 365 procure emails can be transport using Outlook Online. The principal and proficiency are the same as with Outlook, only the menu looks a moment 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 don ’ thymine see the code button, then click on the 3 dots. You can besides add the code button to the bottom toolbar :
- Select the gear icon and choose All Outlook Settings
- Select Mail
- Choose Customize Actions
- Enable Encrypt.
Prevent forwarding of emails in Outlook
You can not only encrypt emails in Outlook but besides prevent them from being forwarded. This way you can ensure that the electronic mail will on be read by the person you have to send it to .
When you apply the encoding on a new message in Outlook you get a copulate of options :
- Encrypt
- Do Not Forward
- Confidential
- Highly Confidential
When selecting Do Not Forward the e-mail will be encrypted and can ’ t be forwarded, printed, and you can ’ thymine copy the message. This means you can be certain that entirely the intend recipient role can read the message of the electronic mail .
Move the Encrypt button in Outlook
A minor peak that will make code messages a little bite easier in Outlook is to move the code release from the Options pill to the Message tab. This way, when you are typing a newfangled e-mail, you can encrypt it with one snap .
- Open a new mail
- Right-click on the toolbar
- Choose Customize the ribbon
- Expand Options in the right column
- Select Encrypt
- Use the up arrow to move it to New Mail Message
Remove encryption from send emails
In Outlook it is possible to remove the encoding of the e-mail after you have sent it. After you have removed the encoding recipient can read the electronic mail without confirmation .
- Go to your send items in Outlook
- Open the encrypted mail that you have sent
- Select File and select Unrestricted Access under Encrypt.
Office 365 Message Encryption Branding
With the aid of PowerShell, you can apply custom branding to OME messages. Custom branding helps your recipient role with regonizing your emails and makes them more trustworty .
We can customize the come items in both the e-mail and on-line portal vein :
- Add a logo
- Background and button color
- Introduction text
- Button Text
- Description text
- Disclaimer
To customize the template you will need to have the Exchange Online module installed for PowerShell. besides, we need to know the appoint of the current template that is being used. Most probable it is “ OME Configuration ”
We are first going to check the current shape :
# Connect to Exchange Online Connect-ExchangeOnline -UserPrincipalName [email protected] # Get the current configuation Get-OMEConfiguration | fl
Adding a logo and background color
You can add your company logo to the OME message and portal. The optimum size of the logo is 170×70 pixels, less than 40KB and supported formats are png, jpg, BMP, and bicker. transparency is supported with png .
The Identity is name of the nonpayment template that we have just looked up. You can upload the persona with Get-Content from any location on your computer .
# Set your own logo Set-OMEConfiguration -Identity "OME Configuration" -Image (Get-Content "C:\temp\Logo-LazyAdmin.png" -Encoding byte)
To change the background color you can use any RGB semblance in a hexadecimal format. The button will have the same color as the background .
# Change the background color Set-OMEConfiguration -Identity "OME Configuration" -BackgroundColor "#343e47"
Changing the text items
There are a couple of text items that you can change. By nonpayment you will see the senders diagnose ( and email address ) followed by the line “ has sent you a protect message ”. You can change this with the following cmdlet :
# Change introduction line Set-OMEConfiguration -Identity "OME Configuration" -IntroductionText "has send you an encrypted message"
The button textbook can be changed as postdate, but don ’ t make the text to long, because it will mess up the layout of the button .
# Change read message button Set-OMEConfiguration -Identity "OME Configuration" -ReadButtonText "Open Message"
And the text below the button
# Text below the button Set-OMEConfiguration -Identity "OME Configuration" -EmailText "This Encrypted message was sent to you by LazyAdmin"
You can besides add you own disclaimer and privacy link to the message :
# Privacy Statement URL Set-OMEConfiguration -Identity "OME Configuration" -PrivacyStatementUrl "https://meopari.com" # Disclaimer Set-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 besides add the text agate line to the portal site, where the recipient role can read the mail. You can add direction here for example .
Set-OMEConfiguration -Identity "OME Configuration" -PortalText "This highly secure email is brought to you by LazyAdmin"
Change verification options
By nonpayment, the recipient can authenticate with a erstwhile passcode or identity provider like Microsoft, Google, or Yahoo. It ’ s potential to disable this, but keep in mind that you will need to use one of the two options. You can ’ t disable them both .
# Disable identity providers Set-OMEConfiguration -Identity "OME Configuration" -SocialIdSignIn $false # Disable One-time password Set-OMEConfiguration -Identity "OME Configuration" -OTPEnabled $false
Encrypting mail using Certificates
Emails that you send can besides 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 besides needs to have its own security .
The initial apparatus is reasonably hard, both parties need to buy a certificate on-line, 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 sign e-mail .
With the signed electronic mail you automatically receive the public key of the other. This allows you to encrypt the chain mail with the public winder of the recipient, which then can only be decrypted on a computer that has the matching certificate installed .
If you want to read the code electronic mail on your phone, then you first need to install the certificate on your call angstrom well. The lapp goes for Outlook Online .
Certificates are truly secure once by rights installed but are not very user-friendly. The certificate basically allows you to receive code mail because your recipient role needs to have a certificate before you can send an code e-mail .
This process is only recommend when your business truly requires it .
Using third-party add-in for sending secure mails
If you don ’ deoxythymidine monophosphate have an Office 365 subscription then you can besides use a third-party circuit board for Outlook. These circuit board work pretty much on the like principle as the Office 365 Message Encryption military service, with the entirely remainder that the mail is always sent to their on-line postbox .
Encyro offers a plugin that you can use for release to send code messages to any e-mail address. You can use the on-line portal vein or the Outlook circuit board to compose and send secure mail .
-
Link to mail
-
Online portal
initiation is pretty straight forward and only the transmitter needs to have the Encyro account to starting to send code emails. The recipient receives, just like with OME, a liaison to the secure message .
merely who is opening the connect international relations and security network ’ thyroxine verified by nonpayment, so anybody that has access to the link can open the code chain mail. The link itself however is merely valid for a couple of days, so that makes it a bite more secure .
The advantage of this method acting is that the recipient doesn ’ thymine necessitate to perform multiple steps to open the code mail. You can besides require that the recipient role besides create a rid Encyro score, forcing them to log in earlier opening the mail .
Wrapping Up
There are multiple ways to encrypt electronic mail in Outlook. The most commodious one is using Office 365 message encoding if that is function of your licenses. Add-ins can be useful, but if you have Office 365 it might be easier and cheaper to upgrade your license plan .
Using certificates to encrypt e-mail is lone utilitarian if you are sending a lot of secure emails to a selected group of recipients. Keep in beware that all parties need to have their own certificate .
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