Encrypting emails in Outlook: How to configure and protect your email in Outlook
Why is email encryption in Outlook useful as information?
In today’s digital world, cyberattacks and data breaches are commonplace.
That’s why email encryption is an indispensable tool for protecting sensitive information, especially email messages.
Microsoft Outlook, the most commonly used mail client, offers numerous security features in combination with Microsoft 365, including the ability to encrypt emails.
Regardless of whether you operate your mail server locally, use a cloud service or host your messages with providers such as Strato, 1&1 and others – encryption from Outlook provides additional security.
Encryption ensures that only the intended recipient can read your outgoing messages.
It is therefore crucial to encrypt outgoing messages.
This is particularly important in times of data protection laws such as the GDPR – this is where Reddcrypt comes into play!
So you can easily encrypt your email in Outlook!
Encrypting emails in Outlook (Office 365): step-by-step instructions
1. installation of REDDCRYPT
To create an encrypted email in Outlook, you need the REDDCRYPT Outlook plugin and the REDDCRYPT desktop application.
You will find the download links at the end of this article.
You can download them and add them to your tab.
2. write an email
Write your new email as usual in Outlook.
3. activate encryption in Outlook Mail and encrypt emails
You will now see an additional button in Outlook Mail.
You can easily select this button with one click and decide whether the email should be sent encrypted.
4th configuration
Alternatively, you can configure the plugin so that the user (in this case you) is asked before sending whether the email should be encrypted – this prevents accidental forgetting.
5. encrypt and send
If you click on “Yes”, the encryption process begins.
The plugin automatically checks whether the recipient already has a REDDCRYPT account.
If this is the case, the email is automatically encrypted with the recipient’s public key and sent confidentially.
Only the recipient can then read the encrypted text with their corresponding private key.
6. recipient without an account
If the recipient does not yet have a REDDCRYPT account, the email can still be sent in encrypted form.
This is possible using a unique encryption code that you can define when sending.
Ideally, you should inform the recipient of the encryption code by text message or letter.
7. decryption by the recipient
The recipient registers free of charge in the REDDCRYPT Web App and can read your email after entering the encryption key.
8 Subsequent communication
No new encryption key is required for all subsequent emails.
If you receive an encrypted reply, you can decrypt it with one click.
9. decrypted with one click
When you receive a reply to your email, the encrypted message is delivered directly to your Microsoft Outlook.
The encrypted message is displayed as an attachment in a new email explaining the REDDCRYPT process.
You can decrypt this attachment using either the web app or a smartphone app.
The message is also visible in the REDDCRYPT desktop application.
For users of the REDDCRYPT Outlook plugin, decryption is particularly convenient as the email can be decrypted with a single click.
10. emails in Outlook as usual
By clicking on “Decrypt”, you can read the email directly in Outlook and access all attachments.
The REDDCRYPT Outlook plugin offers maximum ease of use, as encryption and decryption take place seamlessly in your email client.
If both parties have a REDDCRYPT account, there is no need to exchange an encryption key.
If your recipient does not yet have an account, they can still easily read your encrypted email without having to install additional software.
REDDCRYPT enables comprehensive email encryption with any recipient.
Using REDDCRYPT on different devices
REDDCRYPT is not only available for Windows, but also works with Outlook for Mac.
This ensures that all users, regardless of operating system, can benefit from the robust encryption solution.
The focus is always on user-friendliness, so that you and your colleagues can concentrate on your actual work while REDDCRYPT ensures the security of your emails.
Advantages of email encryption in Outlook with REDDCRYPT
- Security: Your messages and their contents are protected against unauthorized access.
- Easy to use: Encryption and decryption are conveniently carried out directly in Outlook.
- Compatibility: Works regardless of whether the recipient has a REDDCRYPT account or not.
- GDPR compliance: Meets all requirements of the General Data Protection Regulation.
Further security tips for email security in Outlook
Outlook offers various security functions to protect your email communication.
One important function is the digital signature.
With a digital signature, you can ensure that the sender is actually you and that the message has not been changed since it was sent.
Using REDDCRYPT on different devices
Using digital signatures in Outlook
To create a signed email, you need a digital certificate.
This certificate can be obtained from a trusted certification authority (CA).
Once you have a certificate, you can install it in Outlook and digitally sign your message.
- Open Outlook and go to the “Trust Center settings”.
- Select “Email security” and click on “Settings”.
- Select your certificate under “Certificates and algorithms”.
- Activate the option “Send signed messages as plain text” to ensure that your signed emails can be read by all recipients, even if they do not support signatures.
Frequently asked questions about email encryption (FAQs)
Does my communication partner also have to use the Outlook plugin?
No, your communication partner can use any REDDCRYPT app to decrypt your email and encrypt messages themselves.
Does my communication partner have to pay for REDDCRYPT?
No.
Even if you have a paid account, your communication partner can use the free web app.
Why is REDDCRYPT Desktop needed in addition to the Outlook plugin?
REDDCRYPT Desktop handles encryption and decryption, which ensures independence from Microsoft Office updates.
In addition, all encrypted emails are also available in REDDCRYPT Desktop.
Can I also encrypt and decrypt emails on my smartphone?
Yes, REDDCRYPT offers apps for smartphones so that you can communicate securely on the go.
This ensures that your emails are always protected, no matter where you are or what device you are using.
Conclusion
Encrypting emails with REDDCRYPT offers you maximum security and user-friendliness for your business communication.
With easy integration into Microsoft Outlook and seamless functionality across different devices, REDDCRYPT protects your sensitive information from unauthorized access.
Try it out and protect your sensitive information from unauthorized access.
Interested? Here you will find the download links.
