How To Encrypt An Email In Outlook

Email is not always secure. Messages can be intercepted or manipulated at multiple points in their journey from sender to recipient. Encrypting your emails can help to protect your privacy and security by reducing the chance of interception. Here's how to encrypt an email in Outlook.

Microsoft Outlook offers simple encryption methods that enable users to safeguard their emails in transit. Let’s explore how to encrypt an email in Outlook using the most common method: S/MIME.

S/MIME encryption is a widely used protocol for encrypting email communications during transit.

How To Encrypt An Email In Outlook

To encrypt your email in Outlook, you will need to create a digital certificate.

A digital certificate functions like an internet passport. It verifies your identity and allows you to send encrypted emails and access secure websites.

Both the sender and the recipient must have a valid certificate linked to their email accounts to use S/MIME encryption.

Step 1: Set Up A Digital ID In Outlook

Before enabling S/MIME encryption in Outlook, you’ll need to create and set up a Digital ID certificate within Outlook.

If you don’t already have a Digital ID, Microsoft recommends some popular Digital ID service providers.

Your organisation may have specific policies regarding the use of digital IDs and certificates, so if in doubt, contact your network administrator.

Once you have downloaded your Digital ID certificate, you'll need to add it to your Outlook client:

1. Open Outlook and click on the ‘File’ tab.
2. Select ‘Options’ at the bottom left of the menu.
3. Click ‘Trust Center’ on the left-hand side.
4. Press the ‘Trust Center Settings’ button.
5. Click the ‘Email Security’ option in the menu on the left.
6. Press the ‘Settings’ button under the ‘Encrypted email’ section.
7. In the ‘Security Settings Name’ field, give your settings a name.
8. Under the ‘Certificates and Algorithms’ section, click ‘Choose’ to specify the digital ID you wish to use.

Step 2: Enable S/MIME Encryption In Outlook

Now that you have set up your Digital ID, you can enable S/MIME encryption in Outlook. Simply follow these steps:

1. Return to Outlook and click ‘File’ in the menu bar.
2. Select ‘Options’ and click on ‘Trust Center’.
3. Within the Trust Center, choose ‘Trust Center Settings’.
   
4. Click the ‘Email Security’ option in the menu on the left.
5. Check the box next to ‘Encrypt contents and attachments for outgoing messages’.
6. Click ‘OK’ to save your settings.

Step 3: Send An Encrypted Email

With S/MIME encryption enabled in Outlook, you can now compose and send an encrypted email:

1. Open Outlook and click ‘New Email’ to create a new message.
2. Compose your email as usual, adding the recipient(s), subject, and message content.
3. To encrypt the email, click on the ‘Options’ tab, found in the ribbon at the top of the email composition window.
4. Within the ‘Options’ tab, click on ‘Encrypt’ in the ‘Permission’ group. You can then set the message to be sent with encryption only or with a no-forwarding rule.
5. A message will appear above the ‘To’ field, indicating that the message will be encrypted when it is sent.
6. Once you have finished composing the email, click ‘Send’ to transmit the encrypted message.

Step 4: Decrypt An Encrypted Email

When you or your recipient receives an encrypted email, Outlook will automatically decrypt it for you. Just follow these steps:

1. Open the encrypted email you received in your Outlook inbox.
2. Outlook will automatically decrypt the message and display it.
3. Read the decrypted email as you would any regular email.

Securing Highly Sensitive Emails In Outlook

Encrypting your emails is a straightforward way to protect your privacy. However, encryption alone may not be enough to secure highly sensitive information against all threats. Microsoft advises against relying solely on even its more advanced encryption methods as a comprehensive security barrier.

If you need a solution specifically designed to secure sensitive business information, consider more robust options.

There are several secure email solutions available that offer advanced and widely compatible protections for your sensitive communications, including our own solution, Mailock.

Our Mailock Outlook add-in brings additional security capabilities to your Outlook email client, such as:

• Recipient authentication
• Compatibility with all email clients
• Complete audit trails
• Email revoke

References:

Find Digital ID Or Digital Signature Services, Microsoft, 2024

Reviewed By:

Sam Kendall, 05.06.24

Sabrina McClune, 05.06.24