Encrypting your messages isn’t just geeky security jargon, it’s essential if you share financial details, legal documents, or any confidential information. At Commercial Networks, we help UK businesses implement email security best practices, including easy ways to send encrypted email with Outlook, to keep their communications private and compliant.
How to Send Encrypted Email with Outlook
Outlook offers two reliable encryption methods to protect email content so only intended recipients can read it:
- S/MIME Encryption (Secure/Multipurpose Internet Mail Extensions) – requires both sender and recipient to install digital certificates.
- Microsoft 365 Message Encryption (OME) – available to Microsoft 365 users without needing certificates.
These options ensure your messages cannot be intercepted or read by unauthorised parties.
How to Set Up Encryption (Step-by-Step)
Setting Up S/MIME Encryption
- Request and install a digital certificate from a trusted authority.
- In Outlook go to File → Options → Trust Center → Trust Center Settings → Email Security.
- Import your certificate and enable “Encrypt contents and attachments for outgoing messages.”
Activating Microsoft 365 Encryption
- Ensure your Microsoft 365 subscription includes encryption (e.g. OME).
- Navigate to the same Trust Center → Email Security section.
- Enable encryption and configure default settings for outgoing emails.
How to Send Encrypted Emails
- Compose a new email in Outlook.
- Click the Options tab in the message window.
- Select Encrypt:
- Choose “Encrypt with S/MIME” if using certificates.
- Or use “Encrypt‑Only” or “Do Not Forward” if using Microsoft 365 encryption.
Once sent, the message is secured and unreadable without proper credentials.
Decrypting Encrypted Emails
- With S/MIME, the recipient must have their own certificate installed.
- With Microsoft 365 encryption, they receive a secure link, accessed via their Microsoft account or a one-time passcode.
Ensure recipients are briefed on how to open encrypted messages to avoid confusion.
Email Security Best Practices (H3 Heading)
Implementing encryption is just one part of email security best practices. To enhance overall safety, make sure to:
- Confirm recipients can decrypt encrypted messages.
- Keep certificates and Outlook versions up to date.
- Educate your team on secure email habits, such as recognising phishing links, even inside encrypted messages.
Why It Matters for Your Business
Following email security best practices, including Microsoft 365 encryption, not only protects your communications, it establishes trust. Clients, partners, and regulators expect businesses to safeguard sensitive information.
Encryption also helps with compliance under GDPR and other UK data protection laws, demonstrating your commitment to secure data handling.
Summary & Call to Action
Encrypting your Outlook emails is straightforward, and it elevates your security posture from reactive to proactive. Whether you choose S/MIME or Microsoft 365 encryption, protecting sensitive email content should be integral to your communication standards.
At Commercial Networks, we streamline this setup and empower your team with practical training to embrace secure email with confidence.
📞 Call us today on 0333 444 3455 to get started
📧 Or email sales@cnltd.co.uk for a secure email setup consultation
Read More
