Use Outlook 2010's Built-in Features to Secure Your Email

Ken-Hardin

Email remains, in many ways, the most useful innovation of the digital age. But it is still plagued by annoyances such as spam, and in many organizations email communications are not remotely secure as they can be.

Email security measures such as digital signatures and encryption have been available for years now, but still are not employed by many individuals, even when the information they are sending over the public Internet is sensitive. And to top it off, users and SMBs can implement this level of functionality quite easily; the functionality is essentially free and built into many of the leading email client programs.

This excerpt from "Microsoft Outlook 2010 for Dummies" walks even the least-technical user through the processes of sending more secure email in Microsoft's industry-leading mail client. The 8-page PDF, from our partners at Dummies, is available free to IT Business Edge members here in the IT Downloads library.

The chapter begins by describing the process of securing a Digital Signature through Outlook's built-in Trust Center. Digital IDs are available for free from many leading vendors, some of whom partner directly with Microsoft and some of whom do not. Getting a Digital ID should not be a big problem.

Once you establish a Digital ID, "signing" your emails to ensure recipients that you are who you claim (a key tactic in fighting phishing) is a simple per-message action. You can see a portion of the instructions, spelled out in the classic Dummies step-by-step style, in the image below.


After you establish the capacity to sign your emails, you can also, on a case-by-case basis, use Outlook's built-in functionality to send encrypted mails. The recipient must also be set up with a Digital ID so that identities can be verified before the message can be decoded.

The Dummies excerpt notes that the digital signature/encryption process does tend to slow down mail transmission - it's not something you necessarily want to employ on the group mail tread about where to grab lunch this afternoon. But if you are sending contracts or quarterly results over the public "Net," it is a smart way to add some additional security to your business communications. And, in all likelihood, you already have the tools you need on your systems.



Add Comment      Leave a comment on this blog post
Nov 3, 2011 4:21 AM Rick Shaw Rick Shaw  says:

it's much easier to use a solution like neocertified.com

Reply
Nov 3, 2011 4:23 AM Rick Shaw Rick Shaw  says: in response to Rick Shaw

here is where you can see how they work with outlook

http://neocertified.com/solutions/secure-email-for-outlook/

Reply
Nov 23, 2011 12:18 PM Malware Cop Malware Cop  says:

The fact that someone using the alias Rick Shaw is trying to get us to go to a website makes it obvious that it is a front for malware.  I have gotten spam trying to get me to go to the same website and give up information "in order to get important mail". 

Reply
Jan 10, 2013 8:35 PM Printer Issues Printer Issues  says:
thanks providing information regarding securing email using outlook 2010 .outlook 2010 have inbuilt functionality to securing a mail. Reply
Mar 20, 2013 8:56 PM Secure Email Secure Email  says:
thanks a lot for a help If this information could be same for outlook 2013 please clarify me regarding this. Reply
Apr 27, 2013 2:55 AM Jack Elvis Jack Elvis  says:
Email is the best way to promote your small business. Email security is the most essential thing to ensure security to your business. The author in this article explains very useful method for email security. I recommend author efforts for this great information. Reply
Jul 28, 2016 6:28 AM Hannah L Hannah L  says:
Hi Ken, I found this an interesting read and was wondering if you would like to write an article about "FewClix", a new Add-In for Microsoft Outlook. According to recent research, the average worker loses close to 560 hours a year to dealing with his email. FewClix is a productivity Add-In that saves Outlook users close to 120 hours a year with their email, by helping them: - Find ANY email, attachment, calendar entry or contact in their mailbox in seconds - Eliminate clutter and reach priority messages instantly - Effortlessly organize their mailboxes without the use of email folders or mail rules You can find out more about FewClix here – www.fewclix.com. If you are interested in writing an article about FewClix or updating this post with details about FewClix, please reply here or email me at hannah.lauvanya-at-gbs-dot-com and let me know. I will be happy to extend my cooperation in any way that can help. I hope to hear from you soon. Reply

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