Encrypting an email encoding the message, using a key that is passed in secret within the transmission. This is an added level of security designed to limit what eavesdropper can access when they intercept the transmission. Sounds great? Yes, but it’s has a significant impact on user experience.
When the email is decoded by Outlook (Microsoft 365). The user experience is fluid and uninterrupted. The message is received exactly like any normal email. However, with over 1.8 billion email users worldwide, Gmail clearly dominates the business email market with a 34% share. 37% of the business market uses other email system like Go Daddy. Non-Microsoft users will not receive the message. They are requested to click a link, obtain a one-time code, and view the message in a browser on a “webpage” hosted by Microsoft. This is because the encryption key used to decode the message cannot be sent outside the Microsoft ecosystem.
How do you request encryption using Outlook desktop?
1. Open Outlook desktop
2. Using the keyboard select ‘control’ and the ‘n’ key to open a new email
3. In the new window, select the “options” tab in the top menu
4. Locate and select the “Encrypt” option (with lock icon)
5. Select the “encrypt only” option
6. Type and send you email
Note: We can configure rules to automatically encrypt certain messaged based on trigger words (For example “password” or “DOB”) or other conditions. This can assist manage compliance objectives.
How to find the encryption option in Outlook desktop:
How you email will be viewed in Gmail:
