How do I send a confidential email from Outlook using Secure Exchanges?

Send a secure, confidential email from Outlook

This article explains how to send a secure email with Secure Exchanges in Microsoft Outlook, as well as the options available before sending.

Info
Prerequisites:
Secure Exchanges must be installed and enabled in Outlook. When Secure Exchanges is correctly installed in Microsoft Outlook, a Secure Exchanges menu appears in the Outlook ribbon. When active, the button is green with a checkmark, indicating that the protection is ready to be used.

Steps to send a secure email

1. Compose a new email in Outlook.
2. Add your attachments as usual (if necessary).
3. When your email is ready, click "Send".
4. A Secure Exchanges pop-up window will automatically appear before sending. Configure your security options and then click "Send with Secure Exchanges".



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


A) Security options - What do you want to protect?

  1. The entire message *Protects both the email text and attachments. Recommended if the message content contains sensitive information (password, NAS, bank details, etc.).

  2. 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 secure email or attachments. These options are optional and should be used according to your risk management level.
  1. 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.

  2. 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.
  1. Number of openings: maximum number of consultations allowed. * You can enter up to a maximum of 99 times.
  2. Message expiration: time before automatic deletion. * You can set a maximum of 30 days.

D) Communication options
  1. Message language: Choose the language in which the secure email instructions will be displayed to your recipient.



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