Email is crucial to the success of any business, but it also might contain sensitive information that is meant for the eyes of your organization—and its clients—only. Most modern email platforms give you tools you need to secure your email solution, so let’s go over how you might enable these features and what they look like.
For the purposes of this blog, we’ll use Gmail and Microsoft Outlook as the main examples. Of course, you can rely on us if you have further questions about your IT security, or IT solutions in general.
There are a couple of options at your disposal for Gmail. For example, you can seal an email using a password that is delivered to a designated phone number. This is Confidential Mode, and it’s one way you can guarantee that the message is only readable by the intended recipient. Furthermore, they cannot copy, forward, download, or print the message.
Here are the steps you need to take, outlined below:
This process applies to each of the attachments on the email, so you can really get a lot of value from this protection.
Businesses using a paid Google Workspace account can also use encryption (S/MIME, or Secure/Multipurpose Internet Mail Extensions) to protect their emails. This is because they are hosted on a dedicated email server and you can implement such advanced features.
Outlook also comes with a feature to protect your emails, but it’s called Open Message Encryption. It’s something you can access through any email provider, and it can help to protect your messages from interception or being forwarded and/or printed by the recipient. It’s also quite simple to implement.
In the Outlook Web App:
In the Outlook Desktop App:
If you want assistance with any and all security options for your network, be sure to contact TechNet Task Group at (716) 685-1181.