How to send a secure email on Gmail using Secure Exchanges?

How to send a secure email on Gmail using Secure Exchanges?

When the Secure Exchanges extension is active in Gmail, all email attachments are automatically sent through Secure Exchanges. Here is how to send a secure email and how to configure the options offered at sending time.

Prerequisites

The Secure Exchanges extension must be installed and activated in Gmail. If needed, see How do I install and activate Secure Exchanges on Gmail?. When Secure Exchanges is correctly installed in your browser, a Secure Exchanges icon will appear in your browser's extensions. When enabled, you will see the Secure Exchanges shield icon on the Gmail send button.

Step 1: Compose a new email

Compose a new email in Gmail.

Step 2: Insert your files

Insert your files as you normally would.

Step 3: Click on "Send"

When your email is ready, click on "Send".

Step 4: Review the Secure Exchanges pop-up window

A Secure Exchanges pop-up window will automatically appear before sending. Note that the "Send without securing" button is greyed out and cannot be selected when your email does not contain a file.

Note: If you do not wish to secure your attachments, see How to send attachments without Secure Exchanges using Gmail?


Step 5: Set your options and send

Configure your security, opening and communication options, then click "Send with Secure Exchanges".


Details of the options available in the Secure Exchanges pop-up window

A) Security options: what do you want to protect?

  • The entire message: protects both the email text and attachments. Recommended if the message content contains sensitive information (password, NAS, bank details, etc.).
  • Attachments only: protects only the attached files; the email text remains readable. Recommended if the message content does not contain sensitive information. This provides context for your recipients.

B) Additional security options (optional)

The "Secure with" section allows you to add extra authentication for accessing the secure email or the attachments. These options are optional and should be used according to your risk management level.

  • Password: by selecting the "Password" option, you must set a password in the designated field. The password must be sent to the recipient via a method other than email (e.g., phone, SMS, instant messaging, in person). This prevents a third party with access to the email account from also being able to access the secure content.
  • Automatically generated SMS code: by selecting the "Automatically generated SMS code" option, you must enter your recipient's mobile phone number. The SMS code will be automatically sent to your recipient's mobile phone when they open your message.

C) Opening options

You can control how long the message remains accessible to your recipient. The shorter this period, the lower the risks. These options should therefore be used according to your risk management level.

  • Number of openings: maximum number of consultations allowed. You can enter up to a maximum of 99 times.
  • Message expiration: time before automatic deletion. You can set a maximum of 30 days.

D) Communication options

  • Message language: choose the language in which the secure email instructions will be displayed to your recipient.

Need help?

Our team is available to assist you. Write to us at support@secure-exchanges.com