How to Encrypt Emails in Outlook 2021

Edited 1 week ago by ExtremeHow Editorial Team

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Email encryption is a way to protect the contents of an email by encoding the message in such a way that only authorized recipients can read it. In today's digital world, information security is very important. Encrypting emails helps protect sensitive information from hackers and unauthorized access. This guide explains in detail how to encrypt emails in Outlook 2021.

Understanding email encryption

Email encryption uses cryptography to convert email content into encrypted text that is unreadable without the correct decryption key. There are mainly two types of email encryption:

• S/MIME (Secure/Multipurpose Internet Mail Extensions): Uses a centralized authority to issue certificates and exchange data for authentication.
• PGP/MIME (Pretty Good Privacy/Multipurpose Internet Mail Extensions): Uses a decentralized model and individual keys to encrypt email.

Benefits of email encryption

Email encryption prevents sensitive data from being intercepted and read by unintended recipients. It ensures the confidentiality and integrity of the data being shared. Encrypting emails not only protects privacy but also helps comply with regulations such as GDPR and HIPAA that require data security and confidentiality of client data.

Prerequisites for email encryption in Outlook 2021

Before you can encrypt your emails, you'll need to set up a few things:

1. Digital certificate: Get a digital certificate from a trusted certificate authority (CA). The digital certificate will help authenticate your identity and enable encryption.
2. Install the certificate: Once downloaded from the CA, the digital certificate needs to be installed on your system along with Microsoft Outlook 2021.

How to encrypt emails in Outlook 2021 using S/MIME

To encrypt your emails using S/MIME in Outlook 2021, follow these steps:

Step 1: Obtain and install a digital certificate

First, you need to obtain a digital certificate from a trusted certificate authority (CA). Many CAs such as DigiCert, GlobalSign or Comodo offer certificates for email encryption. Once you have it, install the certificate on your system. Here is a basic outline of how to install it:

1. Open the downloaded certificate file.
2. Follow the installation prompts to import the certificate into Windows.
3. Make sure the certificate is associated with your email address.

Step 2: Configure Outlook to use an S/MIME certificate

Once installed, Outlook 2021 needs to be configured to use the S/MIME certificate:

• Open Outlook 2021.
• Go to the File tab, and click Options.
• In the Outlook Options window, select Trust Center from the left pane.
• Click Trust Center Settings.
• Select Email Security.
• In the Encrypted Email section, click Settings.
• In the Security settings name box, enter a name for your security settings.
• Click Choose under Signing Certificates and select your S/MIME certificate.
• Repeat this for the encryption certificate.
• Select OK to save the configuration settings.

Step 3: Send encrypted email

Now that S/MIME is configured and ready, you can send encrypted email:

• Compose a new email.
• Select Options from the ribbon.
• Click Encrypt and select Encrypt this message and attachments.
• Enter your email address and send.

Note that the recipient must also have the digital certificate installed for successful decryption.

Encrypting emails using PGP/MIME in Outlook 2021

S/MIME is suitable for enterprise environments, while PGP/MIME may be better for personal encryption needs. To use PGP in Outlook 2021, third-party tools are typically used, such as:

Step 1: Use a third-party tool

Tools such as Gpg4win or Enigmail provide PGP encryption on Outlook. These software packages work in conjunction with Outlook to provide encryption features:

• Download and install Gpg4win.
• Follow the installation wizard to complete the setup.
• Create a PGP key pair using software. Make sure you create a strong passphrase.

Step 2: Configure third-party tools with Outlook

Integrate third-party encryption tools with Outlook 2021:

• Open the encryption tool interface.
• Identify the option to integrate with Outlook.
• Authorize with the permissions required by Outlook to use the PGP function.

Step 3: Sending a PGP encrypted email

When PGP is ready, send an encrypted email as follows:

• Compose an email in Outlook.
• Use the encrypt button available through the installed tool.
• Your message will be encrypted using the recipient's public key.
• Send your email.

The recipient will need your public key to send an encrypted response, and they will need their PGP setup for decryption.

Troubleshooting common problems

Although encrypting emails can significantly increase security, you may still face some problems:

• Certificate not found: Make sure your certificate is properly installed and associated with your Outlook email address.
• Recipient cannot decrypt: Verify that they have a matching certificate or key for the decryption process.
• Encryption blocked: Check for organizational policies or settings that may block the encryption function.

Conclusion

Encrypting your emails in Outlook 2021 ensures that sensitive information remains confidential and is only accessible to the intended recipients. Whether you use S/MIME or PGP/MIME encryption, it is important to set up the proper certificates or keys and properly configure Outlook. Although the initial setup may seem complicated, once configured, the process of encrypting and sending emails is straightforward. Always remember to inform your email correspondents about encryption prerequisites to ensure smooth and secure communication.

By following this detailed guide, you will be able to efficiently encrypt your emails in Outlook 2021, thus adding an essential layer of security to your digital communications.

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