How to Encrypt Emails in Outlook?

It is very important to ensure confidentiality when you send sensitive messages to coworkers within your company or share confidential information with external recipients. Microsoft offers two methods to encrypt your emails. These methods actually vary as per the type of Office subscription and version of the S/MIME app that you are using for Outlook email encryption. Here, in this article, we have mentioned various methods that you can use to encrypt email in Outlook. 

What Encrypt Email in Outlook Offer?

You can configure your Microsoft Outlook account to offer several encryption services. These includes:

  • Encrypt Only: The recipient has to use a one-time passcode to verify their identity and can only read the message.
  • Do Not Forward: It allows you to avail the Encrypt Only features and does not allow you to forward the message to other contacts.
  • Confidential/All Employees: Provides restricted access to recipients with an approved email account, which can vary as per the specific staff members.
  • Unrestricted: The default and unsecured access to emails.

How to Encrypt Email in Outlook Web App with S/MIME?

To encrypt an email in Outlook, you have to set up S/MIME certificates and publish them in the Active Directory account. Then you can configure S/MIME in the Outlook app by applying the below-mentioned steps:

  • Click File from the top left corner.
  • In the navigation pane that appears on the screen, choose Options.
  • Now, from the new window, click Trust Center and then tap “Trust Center Settings”.
  • Next, you have to click Email Security in the left pane.
  • Choose Settings located under Encrypted email.
  • Under Certificates and Algorithms, tap Choose button next to Encryption Certificate.
  • Select your S/MIME certificate and click the OK button to continue.

Now after a successful S/MIME certificate configuration, you can encrypt your messages. Then, open a new email and go through the below-mentioned steps to encrypt the content:

  • Click Options from the menu.
  • Choose Encrypt and select Encrypt with S/MIME from the drop-down menu. If you are using Outlook 2016 or Outlook 2019, select the Permissions option located under the Options menu tab.
  • Click Send after you completely finish drafting your email.

Use Certificates to Send Secure Email in Outlook

Before using the S/MIME encryption method, ensure that the Microsoft Outlook of both the sender and recipient supports S/MIME. For this, you have to download and install encryption certificates to the keychain on your device. It is important for both the sender and recipient to have this certificate.

If you have the certificate, you can navigate to the menu bar and tap on Options. Choose Encrypt and select between the restriction options that you want to enforce. After that, you can send your email to anyone securely.

A pop-up message will then appear on the screen that indicates that your email is encrypted. 

How do I Encrypt Email in Outlook Subject Line?

When sending an e-mail that contains sensitive information, you can encrypt it directly from the subject line. All you have to do is: 

  • Log into your e-mail account via the Outlook web app.
  • Click the New button located on the top left corner to create a new item.
  • Now, on the subject line, type [Encrypt]: insert any subject for your email.
  • Type the body of your e-mail and the recipient’s email address in the To: field. Once you are done, tap Send button.
  • When the external recipient receives your e-mail, it will provide them with how they can open the encrypted message.

Once you are done with the above steps to encrypt a reply email in Outlook, it’s time to learn how you can open encrypted emails. 

How to Open an Encrypted Email in Outlook?

Follow the below-mentioned steps to open an Encrypted email in Microsoft Outlook using a one-time passcode:

  • Firstly, click on the message.html to open the email.
  • Choose “Use a one-time passcode”, and you will be redirected to the State of Vermont secure email portal.
  • Now, you will receive an email containing a passcode from [email protected] 
  • Open the email and check if you have received a reference code. This email contains the email for which the passcode is for and the passcode.
  • Once you have the passcode, again go to the message.html and provide the passcode in the required field.
  • Click the Continue button to open the email. It must be noted that the passcode will expire in 15 minutes.

That’s it! You can now view the secure email.

Wrapping Up:

The above information will definitely help you to encrypt emails in Microsoft Outlook. The S/MIME encryption can encrypt the content of the message and add different restrictions to the email. In this article, we have also mentioned how you can open encrypted emails. Just follow these steps to encrypt your emails. If you are facing issues, like the Outlook Encrypt button missing, feel free to contact the professional experts.

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