In today’s digital age, exchanging information through email has become integral to our professional lives. However, with the convenience of email communication comes the responsibility of safeguarding sensitive data, especially when dealing with Personally Identifiable Information (PII). Protecting PII is paramount, and organizations must take every measure to ensure the confidentiality and security of such information. This is where services like Strac’s PII Handling, Detect & Redact PII and Document Vault come into play.
Encryption is one of the simplest and most effective ways to protect sensitive data when sending emails. In this blog, we’ll explore how you can send encrypted emails in Outlook, enhance your email security, and ensure the privacy of your communications.
Why Encrypt Emails in Outlook?
Before we delve into the “how,” let’s understand the “why.” Encrypting emails in Outlook is crucial for various reasons:
- Protecting PII: Encryption ensures that even if an unauthorized party intercepts your email, they won’t be able to decipher its contents, safeguarding any PII it may contain.
- Compliance: Many industries and organizations are bound by regulations requiring sensitive information encryption. Failing to comply can lead to severe legal consequences.
- Building Trust: Encrypting your emails shows your commitment to data security, instilling trust in your clients, partners, and customers.
Now, let’s walk through the steps of sending encrypted emails in Outlook.
Sending Encrypted Emails in Outlook
Step 1: Compose Your Email
Begin by opening Microsoft Outlook and composing your email as you usually would. Type your message and add any attachments if needed.
Step 2: Encrypt Your Email
To send an encrypted email, click the “Options” tab at the top of the email composition window. In the “More Options” group, you will find the “Encrypt” button.
Step 3: Send Your Encrypted Email
After encrypting your email, complete the email by adding the recipient’s address, subject, and any additional details. Once you’re ready, hit the “Send” button. Your email will be securely sent to the recipient; only they can decrypt and read it.
Strac’s Role in Email Security
While Outlook provides a straightforward way to encrypt emails, organizations dealing with significant volumes of sensitive data, such as PII, need robust solutions to enhance their email security. This is where Strac’s services come into play:
Detect & Redact PII
Strac’s Detect & Redact PII service uses advanced algorithms to automatically identify and redact PII from documents and emails. This ensures that sensitive information is not accidentally exposed in emails, even before encryption.
PII Handling
Our PII Handling service provides end-to-end protection for PII, from the moment it’s collected to its storage and transmission. With strict access controls and encryption protocols, we ensure that PII is handled with the utmost care.
Document Vault
Strac’s Document Vault is a secure repository for storing sensitive documents and emails. It offers robust encryption and access control features, allowing you to archive and retrieve important information whenever needed.
Use Strong Passwords
Ensure that a robust and unique password protects your email account. Avoid using easily guessable passwords, and consider using a reputable password manager to generate and store complex passwords securely.
Enable Two-Factor Authentication (2FA)
Activate two-factor authentication for your email account. This adds an extra layer of security by requiring you to enter a one-time code sent to your mobile device or email and your password when logging in.
Be Cautious with Links and Attachments
Exercise caution when clicking links or downloading attachments from unknown or suspicious sources. Malicious links and attachments can introduce malware or phishing attempts into your email system.
Regularly Update Software
Keep your email client, antivirus software, and operating system updated with the latest security patches. Outdated software can be vulnerable to security threats.
Educate Your Team
If you’re part of an organization, ensure your team members are educated about best email security practices. Conduct regular training sessions to raise awareness about the risks associated with email communication.
Monitor for Suspicious Activity
Regularly review your email account activity for any unusual or suspicious signs, such as unauthorized access or unfamiliar IP addresses accessing your account.
Use Secure Wi-Fi Connections
When accessing your email on the go, use secure Wi-Fi connections or consider using a virtual private network (VPN) to encrypt your internet traffic and protect your data from potential eavesdropping.
By implementing these additional security measures alongside email encryption in Outlook, you can create a robust defense against potential email threats and data breaches.
In conclusion, safeguarding sensitive data, especially PII is a non-negotiable aspect of modern business operations. Encrypting emails in Outlook is a simple yet effective step in this direction. However, for comprehensive data security and compliance, organizations should consider partnering with Strac and benefit from services like Detect & Redact PII, PII Handling, and Document Vault. With Strac by your side, you can ensure that your email communications are secure and compliant with regulations and industry standards.
Protect your data, build trust, and stay ahead in today’s data-driven world with Strac’s comprehensive data security solutions. Send encrypted emails in Outlook today and explore the peace of mind that comes with enhanced email security.
