How to Send an Encrypted Email to an Outside Vendor
Why should I encrypt emails that are sent to outside vendors?
- Encrypting emails to outside vendors is important because it protects sensitive information from unauthorized access and ensures compliance with data privacy regulations. It also helps maintain trust, prevent data breaches, and reduce the risk of phishing or spoofing attacks.
Step 1: Compose Your Email
- Open Outlook (desktop or web).
- Click New Email.
- Enter the recipient’s email address (outside vendor).
- Write your subject and message as usual.
Step 2: Encrypt the Email (Instructions for the Outlook Desktop App and Web Version):
- Click Options in the top menu (red arrow).
- Select the padlock icon from the menu (green arrow).
- Choose the appropriate encryption option from the menu that best meets the needs of your message (yellow box).
Step 3: Send the Email
- Click Send. (The recipient will receive a message indicating the email is encrypted.)
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You might also receive encrypted emails from others. When you do, the message will include a distinct banner indicating that it’s encrypted.
IMPORTANT NOTE: Replies to encrypted messages remain encrypted - the recipient cannot change the encryption settings.