Email remains a cornerstone in business communications, often containing sensitive information and other data that really needs to be protected. Fortunately, modern email platforms often enable you to add a little bit of protection, so long as you know what the process looks like.
Let’s go over how you can make your emails just that much more secure.
To do so, we’ll review what Gmail and Microsoft Outlook allow you to do—and don’t forget, we’re here to help you do these things should you need assistance with this or any aspect of your IT.
Gmail offers a few options to help you protect your messages. Firstly, you can seal an email message behind a password that will be delivered to a mobile number of your choosing. This is called Confidential Mode, and prevents the recipient from doing much more than reading and replying to your email. They can’t copy, forward, download, or even print the message with it activated.
Using it is simple:
This entire process also applies to the attachments that are paired with the email you’ve protected.
Businesses utilizing a paid Google Workspace account also have a form of encryption (S/MIME, or Secure/Multipurpose Internet Mail Extensions) applied to emails as they are hosted on a dedicated email server.
Outlook comes with a feature that you can enable, called Open Message Encryption, that can be accessed through any email provider, both protecting it from interception and preventing it from being forwarded or printed by the recipient. Applying it to a message is also rather simple, in either the web or desktop application:
In the Outlook Web App:
In the Outlook Desktop App:
We can help you to do so, too. Give Managed IT Force a call at 724-473-3950 to learn more about how we’ll assist you in securing all aspects of your business.
About the author
Dan has 25 years of progressive experience in the IT industry. He has led three successful companies focused on small and medium business IT solutions since 1997.