Email encryption is one of the most effective ways to protect sensitive information and in Microsoft Outlook, you have built-in options to secure your messages. You can encrypt emails in Outlook desktop application, mobile app, or Outlook 365. If you’ve been feeling confused about how to encrypt email in Outlook, this post will ease you. We’ll not only cover how to encrypt emails but also let you know if you can encrypt the subject lines for added privacy.
What Is Email Encryption in Outlook & Why It Is Important?
Email encryption in Outlook transforms your message into unreadable text for anyone except the intended recipient. So, you gain:
- Confidentiality of sensitive data
- Protection against unauthorized access
- Compliance with data privacy regulations (like GDPR)
Outlook offers two main encryption methods:
- S/MIME encryption – Best for organizations with a certificate-based setup.
- Microsoft 365 Message Encryption (OME) – Available for Office 365 and Outlook.com users.
How to Encrypt an Email in Outlook (Desktop)
If you’re using the desktop version of Outlook, encrypt emails using these steps:
- Compose a New Email by opening Outlook and clicking New Email.
- Access the Options Menu
- In the new message window, go to Options in the ribbon.
- Select Encryption
- Click the Encrypt button and choose the desired encryption type:
- Encrypt-Only
- Do Not Forward
- S/MIME (if configured)
- Send the Email
- Finish composing your message and click Send.
You can set Outlook to always encrypt outgoing emails by this sequence:
File → Options → Trust Center → Trust Center Settings → Email Security.
How to Encrypt Email in Outlook 365
For Outlook 365 users (web version of Outlook), here’s how to encrypt email:
Log in to Outlook on the Web and sign in.
- Compose a New Email
- Click New Message and select Encryption.
- Click the Encrypt icon (lock symbol) in the toolbar above the email.
- Choose the encryption type:
- Encrypt
- Encrypt-Only
- Do Not Forward
- Send securely by tapping Send.
How to Encrypt Email in the Outlook App (Mobile)
The Outlook mobile app supports encryption for accounts connected to Office 365 or Exchange:
- Open the Outlook App on iPhone or Android device.
- Compose an Email
- Tap the + button to create a new message.
- Access Encryption Options
- Tap the three dots (…) menu.
- Select Encrypt.
- Choose Encrypt-Only or Do Not Forward.
- Send the Encrypted Email
- Write your message.
- Tap Send.
Can You Encrypt Email in Outlook Subject Line
Outlook does not directly encrypt only the subject line. Encryption is only for the entire message, which includes attachments. However, you can enhance privacy of the subject lines with the following tips:
- Avoid including sensitive details in the subject line.
- Use subject line keywords like “Encrypted” or “Confidential” to alert the recipient.
- For S/MIME users, the subject line remains visible, but the message body is encrypted.
Final Thoughts
Knowing how to encrypt email in Outlook, be it Outlook 365, Outlook app, or desktop is essential for protecting sensitive information. While subject line encryption is limited, keeping subject lines generic and encrypting the email body is enough for robust protection. Do let us know if this post has been helpful for you and the problems you faced during encryption.
Frequently Asked Questions
1. How do I send an email as confidential in Outlook?
To send a confidential email in Outlook, click Options in the email’s window. Pick Permissions and choose Do Not Forward or Encrypt for added security.
2. How do I know if my email is encrypted in Outlook?
In Outlook, you’ll see a lock icon next to the subject line or in the email’s header. This is an indicator of your email’s successful encryption.
3. What is the difference between secure and encrypted emails in Outlook?
Only the intended recipient can read the message in encrypted Outlook emails. Secure emails can have encryption but also offer other security measures, like digital signatures to verify the sender’s identity.
4. How is email encrypted?
Email encryption uses a cryptographic method to scramble the message content. The message turns unreadable to unauthorized parties. If the recipient has a decryption key, only then they can access the original message