Encrypting our emails is something we don’t often think about. We think our emails will always arrive safely, but, purely by chance, the day could come when we have some kind of breach in our email service. Encrypting messages provides added security and transforms their content into a code that will prevent anyone other than the intended recipient from reading it.
The process of encrypting our emails isn’t long, but we need to know how to do it. So let’s see how to encrypt our emails within services like Gmail and Outlook . And, while we’re at it, let’s see how to create an encryption certificate in Outlook. It never hurts to have some tips to keep our messages away from prying eyes. It’s all for the sake of security.
Encryption in emails
The goal of encrypting our emails is to ensure they reach their recipients safely. This method transforms our messages into encrypted code so that only the recipient can read them. Any email encryption is based on what we call “public key infrastructure” (or PKI). This uses two types of passwords:
- Private key: which only we know. This will help us decrypt the messages we receive.
- Public key: This key will be available to everyone. This key is used to encrypt any message before sending it
Types of email encryption
In this section, everything revolves around two protocols. The first is S/MIME (Secure/Multipurpose Internet Mail Extension). The second is PGP/MIME (Pretty Good Privacy/Multipurpose Internet Mail Extension). This cornerstone works within the key exchange between sender and recipient.
- S/MIME is built into almost all iOS devices. Gmail and Outlook also rely on it for their services.
- PGP/MIME may offer more security options, but it requires additional applications to work.
However, these two protocols aren’t the only ones used. Another one we can add to the list is the TLS (Transport Layer Security) protocol. This protocol is responsible for protecting the connection between our devices and email servers.
How to encrypt Gmail emails
The process at this point will depend on whether you are using a Workspace account or just a personal one.
In the case of Google Workspace, you can check if the feature is already enabled (S/MIME). You’ll find the encryption option when composing emails. A lock or the “Encrypt” button will appear in the box where you compose the email. But be careful, this will depend on whether the recipient also has the option enabled.
If we only have one personal account, we have Confidential Mode , which is the closest function to real encryption, since it only emulates it in part of the process.
Encrypt emails in Outlook
To encrypt the Outlook service, we’ll need a digital certificate from a competent authority (this could be, for example, your company’s IT department or a third-party provider).
Once we’ve obtained the certificate, we’ll need to install it on our PC. Outlook usually has the certificate import feature by default, so there shouldn’t be any problems.
There’s just one small adjustment left before sending your messages. To do this, open Outlook and go to “File,” then select “Options” and choose the “Trust Center” section. You’ll see the “Trust Center Settings” option. Finally, go to “Email Security,” where you’ll associate your certificate with your email account.
Now, when you compose a new email, search for “options” or “message options.” You’ll see an item appear that wasn’t there before: Encrypt this message (S/MIME). Click it, and that’s it.
