How to Send Encrypted Email in Outlook 2010

The internet today has become a mine field where information about anyone can be extracted easily. With each individual’s privacy at stake and hackers, identity thieves, the government, and others taking an interest in reading through your confidential conversations and documents, you need to consider encrypting your activities on the net. Just like you could use encrypted cloud storage solutions to safeguard your online data, you could also consider sending encrypted email to safeguard your email communications.

When you encrypt an email, the contents of the email are converted from plain text to cipher text which to an ordinary looker will be unreadable. Attachments sent via an encrypted email is also encrypted. The recipient of the message will be able to decrypt the message and turn it into a readable form only with the use of a private key, which should match a public key.

In this post, we take a look at how to send encrypted email in Outlook 2010.

RELATED READING: Secure Email Software Solutions to Send Encrypted Email

How to Send Encrypted Email using Outlook Features

In order to be able to send and receive an encrypted email in Outlook 2010, both the sender and the receiver must send digitally signed messages. This requires a digital ID.

1. Get a Digital ID. To do this,

1. Select the File tab and choose Options.
2. In the Outlook Options dialog box, click Trust Center.
3. In the right pane, click Trust Center Settings.
4. In the Trust Center dialog box, in the left pane, select E-mail Security.
5. In the right pane, in the Digital IDs (Certificates) section, click Get a Digital ID.
6. You will be redirected to a web page where you can choose from a number of Digital ID providers. Each of them have their own policies, procedures and prices. Select the provider according to your requirements and follow the instrutions on that provider’s site to register for a digital ID.

2a. To encrypt an individual message:

1. In the message form, select the Options tab, and in the More Options group, click the arrow button at the lower right corner of the group. This will open up the Properties dialog box.
2. Click Security Settings, and in the Security Properties dialog box, check the Encrypt message contents and attachments check box. Click OK.

Now you can compose your email and send it.

2b. To Encrypt All Email

1. Select the File tab and choose Options.
2. In the Outlook Options dialog box, click Trust Center.
3. In the right pane, click Trust Center Settings.
4. In the Trust Center dialog box, in the left pane, select E-mail Security.
5. In the right pane, in the Encrypted e-mail section, select the Encrypt contents and attachments for outgoing messages check box.
6. On the E-mail Security tab, under Encrypted e-mail, check Encrypt contents and attachments for outgoing messages.

That;s it! You have just made use of the Outlook 2010 features to enable you to send encrypted email.

How to Send Encrypted Email in Outlook Using a Third Party Plugin

Another way to encrypt email in Outlook 2010 is by making use of a plugin. There are several plugins available online such as Outlook privacy, but we’ll be using one from the popular anti virus makers Trend Micro, called Trend Micro Email Encryption Client. The plugin is free to use for non commercial purpose.

1. Ensure that Outlook is closed.

2. Download Trend Micro Email Encryption Client from the official website and close your web browser.

3. Run the EXE file, accept the license agreement, select Home user if you need it for personal use or choose the 30 day free trial option to try it before you buy (for business use).

4. You will be told that the wizard will collect your email addresses and integrate with Outlook and Windows Mail to protect your data with encryption. In the next screen, enter the email address that you will use to send and receive encrypted messages.

5. In the following screen, enter your password and click Next.

6. In the next screen enter an identification word, which is basically a word that assures you that you can type in answers to your security questions. Once you input the secret word, you will be asked to answer a series of questions. Click Next.

7. You will receive an activation email in your inbox. In the wizard click Open Email to open Outlook and access the activation email.

Complete the verification by clicking the link in your email. The wizard will display indicating that your email address is secured. Click Finish to complete the setup.

8. Close and open Outlook. Then On the Home page, in the New Group, click New Email.

9. In the Message form, you will notice a new tab called Message added. Compose your email and when you’re ready to send encrypted email, just click the Send Private button.

10. In the Encryption for Email dialog box, enter your password and click Ok.

The recipient of the email must register with Trend Micro to be able to view the encrypted email message in a browser window.

If you no longer want to use Trend Micro Email Encryption Client, you can uninstall it via the Control Panel.

Now that you know how to send encrypted email in Outlook 2010, you can communicate securely with your clients.