When and how to send an encrypted email

When to use it

Use encryption when an email contains information that would cause harm if it reached the wrong person, such as:

• Social Security, bank account or card numbers
• Health information
• Legal or HR matters about a specific person
• Contracts, pricing or financial details that are not public

If the information is very sensitive, ask whether it needs to be emailed at all. A shared file with limited access is sometimes better.

How it works

In Outlook with Microsoft 365, you can choose Encrypt from the options when writing a message. Depending on your organization’s setup, there may also be an option like Do Not Forward, which stops the recipient from forwarding, printing or copying the message.

Recipients using Microsoft 365 or Outlook usually read the message normally. Others get a link and confirm their identity with a one-time code or by signing in, then read the message in their browser.

Good practice

• Check the recipient address before sending. Encryption protects the message in transit, but not from going to the wrong person.
• Do not put sensitive details in the subject line. Subject lines are often not encrypted.
• Ask IT what is set up in your organization. Some businesses encrypt certain messages automatically.