How do I know if my Outlook email is encrypted?

In Outlook, an encrypted email typically displays a padlock icon in the message header. Additionally, under the "Options" tab, the "Encrypt" button will appear highlighted when composing or viewing an encrypted message. If you're using S/MIME encryption, the email may also indicate that it's been digitally signed.

What is the difference between secure and encrypted emails in Outlook?

"Secure email" is a broad term encompassing various measures to protect email communications, including encryption, authentication, and anti-phishing tools. "Encrypted email," specifically, refers to the use of encryption techniques to transform the email content into unreadable text, ensuring that only authorized recipients can decipher it.

How to Encrypt Email in Outlook [Desktop/Web/Mobile]

Introduction:

Encrypting email in Outlook can enhance security by protecting sensitive information from unauthorized access. Today, in this SwifDoo PDF guide, let’s explore how to encrypt email in Outlook. Whether you're using a Windows computer, a Mac computer, or a mobile phone, you'll find the appropriate method here.

Part 1. Encrypt Email in Outlook Desktop App

Let’s first see how to encrypt email in Outlook on Windows and Mac computers.

Encrypt Email in New Outlook

Steps to encrypt a single message:

1. Go to the email message, select Options, and then choose More Options.

2. In the Message options dialog, select the option according to your needs:

Request a read receipt
Request a delivery receipt
Encrypt this message (S/MIME)
Digitally sign this message (S/MIME)

3. Remember to select 'Request a read receipt' if you want to request a read receipt.

4. Click OK and Send. Or, you can choose to schedule Outlook email.

Steps to encrypt all messages:

1. Go to Settings > Mail > S/MIME.

2. Select an option as needed.

3. Click OK to confirm.

Encrypt Email in Classic Outlook

Steps to encrypt a single message:

1. Compose the email, go to Options Encrypt.

2. Select the encryption option you prefer.

3. Finally, click Send. Discovered a mistake? No worries, you can recall the message. Refer to this guide for details: Recall an Email in Outlook.

Steps to encrypt all outgoing messages:

1. Go to File > Options > Trust Center > Trust Center Settings.

2. Then, select "Encrypt contents and attachments for outgoing messages" under "Encrypted email."

3. Go to Settings to change additional settings.

4. When ready, click OK to save changes.

Encrypt Email in Outlook for Mac

On a Mac computer, before you can send encrypted email, you need to obtain a digital certificate (also known as a digital ID) from a trusted Certificate Authority (CA). This certificate verifies your identity and enables encryption. Once you've obtained the certificate, install it into your macOS keychain.

Steps to send an encrypted Email in Outlook for Mac:

1. Create a new email message.

2. Click on the three dots in the message window.

3. Select S/MIME > Encrypt with S/MIME. If you don't see the S/MIME option, customize your toolbar to add it.

4. Finish composing your message and click Send.

Note: When you send an encrypted message, Outlook uses the recipient's certificate to encrypt the message. Your certificate encrypts the copy saved in your Sent Items or Drafts folder.

Part 2. Encrypt Email in Outlook Web

As long as there is an internet connection, you can access Outlook on the Web, which is very convenient. Check to learn how to encrypt email in Outlook Web app:

Steps to encrypt a single message:

1. In the email message, click "More options" at the top.

2. In the Message options box, set the sensitivity and choose from the options:

Request a read receipt
Request a delivery receipt
Encrypt this message (S/MIME)
Digitally sign this message (S/MIME)

3. Click OK to confirm.

Steps to encrypt all outgoing messages:

1. Go to Settings > Mail > S/MIME to configure S/MIME

2. Select a provided option.

3. Click OK to save the changes.

Part 3. Encrypt Email on Mobile Phone

It’s also possible to encrypt an email on a mobile phone. The steps are as follows.

1. Obtain and install an S/MIME certificate on your device.

2. Then, you should enable S/MIME in the Outlook mobile app:

Go to your profile. Tap the Gear icon to access Settings.
Select the right email account.
Tap Security > Turn on S/MIME. Enable Always Sign if needed.

3. Now, you can send an encrypted email:

Compose the email as needed.
Tap the three-dots icon > Choose Sign and Encrypt.
Select an S/MIME option and send the email.

Note: To send an encrypted message, you must have the recipient's public certificate. Outlook will attempt to retrieve it from the Global Address List (GAL) or your device's contacts. If unavailable, you'll be prompted to remove the recipient or send the message without encryption.

Notes for Encrypting Email in Outlook

To ensure that you can successfully encrypt your emails and send them, it is essential to be aware of the following points.

✅ You Must Obtain and Install a Valid S/MIME Certificate

It's better to obtain your certificate from a trusted Certificate Authority (CA), such as Comodo, GlobalSign, or IdenTrust, and then configure it in your Outlook.

✅ Exchange Digital Signatures with Recipients

To encrypt emails to a recipient, you need their public key. Therefore, you can request recipients send you a digitally signed email and store the certificate in your Outlook.

✅ Verify Recipient Compatibility

Recipients who do not support S/MIME will not be able to decrypt your encrypted messages. Please ensure the recipient is using an email client that supports S/MIME.

Bonus Tip:

Although Outlook saves all files, it is still recommended to save important emails in PDF format for added security. An extra backup is always beneficial. You can use the built-in Print function to save an Outlook email as a PDF.

After that, you can view, edit, and manage your PDFs easily with SwifDoo PDF, a professional PDF editor.

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Refer to this guide if you cannot find the 'Save as PDF' option: Outlook Save as PDF Missing.

Conclusion

That’s all about how to encrypt email in Outlook. The steps vary from platform to platform, but one thing is the same: you need to configure S/MIME for encryption and digital signatures. Although the whole process is slightly complicated, just follow the steps. After completing the setup, you can easily send encrypted emails in the future!