How to Send an Email Securely

Email is a primary tool for communication, but it also presents numerous vulnerabilities that can be exploited by hackers. Enter secure email. Secure email offers organizations and their employees the ability to exchange messages containing sensitive information safely and in compliance with data privacy regulations and standards.

Understanding what secure email is, how it works, and how to implement into an organization and its workflows are crucial for protecting personally identifiable and protected health information and intellectual property from cyber threats.

In this post, we’ll cover the basics of secure email, how it differs from traditional email, secure email benefits, risks, email security best practices, and innovations to ensure your private business communications remain confidential and protected. And be sure to check out the downloadable checklist to reference and share with colleagues.

What is Secure Email?

Secure email refers to the use of various security protocols and technologies to ensure that the contents of an email are protected from unauthorized access during transmission and storage. Secure email features a heightened level of security that is particularly important when transmitting confidential or sensitive information, such as financial data, personal identification, or proprietary business information.

Secure Email vs. Traditional Email

Traditional email systems, while convenient, offer minimal protection against potential cyber threats. Emails sent through traditional platforms can be intercepted, altered, or read by unauthorized parties with relative ease. This vulnerability poses significant risks, particularly when dealing with sensitive or confidential information.

In contrast, secure email systems employ robust encryption methods to protect email content and attachments, ensuring that only authorized recipients can access the information.

Additionally, secure email systems often provide enhanced features such as digital signatures, which verify the sender’s identity and ensure the integrity of the message. This is a crucial distinction from traditional email. By adopting secure email practices, individuals and organizations can significantly reduce the risk of data breaches and maintain a higher level of communication privacy.

Benefits of Using Secure Email

The primary benefit of using secure email is the enhanced protection of sensitive information. Encryption ensures that even if an email is intercepted, the content remains unreadable to unauthorized parties. This level of security is particularly important for businesses that handle confidential client information, legal communications, or proprietary data. By using secure email, businesses can also demonstrate compliance with data privacy regulations like GDPR, PCI DSS, DPA 2018, HIPAA, and others, thereby avoiding potential legal and financial penalties.

Other benefits of secure email include the ability to verify the sender’s identity and the authenticity of the message, which helps to prevent phishing and email spoofing attacks. Additionally, secure email services often include features such as message expiration, which allows senders to specify a time limit for how long the recipient can access the email, adding an extra layer of security by reducing the risk of unauthorized access over time.

Risks of Sending Sensitive Information via Traditional Email

Traditional email systems are susceptible to a variety of risks, including interception, unauthorized access, and alteration of email contents. These vulnerabilities can lead to severe consequences, such as identity theft, financial loss, and reputational damage. For instance, if a hacker gains access to an email containing sensitive customer information, this can result in a data breach that compromises the privacy and security of numerous individuals.

Moreover, traditional email lacks authentication measures, making it easier for cybercriminals to carry out phishing attacks. Phishing emails often appear legitimate and can trick recipients into divulging confidential information or clicking on malicious links. The widespread prevalence of such attacks underscores the importance of adopting secure email practices to protect against these threats.

One of the biggest differences between traditional email and secure email is the lack of encryption. Without encryption, emails containing confidential information can be intercepted by hackers during transmission, leading to unauthorized access and potential misuse of the data. This vulnerability is particularly concerning for businesses that routinely exchange sensitive information like financial records, legal documents, or personally identifiable and protected health information (PII/PHI).

Additionally, traditional email services do not provide adequate protection for file attachments, which can be easily intercepted and accessed by unauthorized parties. This poses a significant risk when sending documents that contain sensitive information. By adopting secure email practices and using encryption, businesses and individuals can mitigate these risks and ensure that their confidential information is protected.

Email Security: Protecting Text and File Attachments

Email security encompasses various measures designed to protect both the text content of an email and any file attachments from unauthorized access and tampering.

As discussed, encryption plays a crucial role in email security by transforming the email content, text and file attachments, into an unreadable format that can only be deciphered by the intended recipient. This ensures that even if the email is intercepted during transmission, the content remains protected.

End–to–end encryption for Email Security

End-to-end encryption (E2EE) is a similar but more advanced secure communication method that ensures only the sender and intended recipient can read email content and file attachments. End–to–end encryption encrypts the email content and attachments on the sender’s device, keeps the data encrypted while in transit and when stored on servers, and decrypts the content only on the recipient’s device. Regular encryption, by contrast, encrypts data only during transmission between the user and the email server and may leave data unencrypted on email servers, allowing the email service provider to potentially access the content. While E2EE provides stronger security for email content and attachments, it can be more challenging to set up and use. Regular encryption remains a popular choice; it’s more common and easier to use even though it offers less protection against potential access by third parties or server breaches.

In addition to encryption, email security often involves the use of digital signatures, which verify the sender’s identity and ensure that the email has not been altered during transmission. Secure email protocols, such as secure/multipurpose internet mail extensions (S/MIME) and pretty good privacy (PGP), provide mechanisms for encrypting and digitally signing emails, thereby enhancing the overall security of email communications.

Email Protection Gateway for Email Security

An email protection gateway acts as a filter between an organization’s internal email system and the external email traffic. It helps secure email content, including file attachments, in several ways:

1. Spam filtering: Blocks unwanted bulk emails before they reach users’ inboxes.
2. Malware detection: Scans incoming and outgoing emails and attachments for viruses, trojans, and other malicious software.
3. Phishing prevention: Identifies and blocks emails attempting to trick users into revealing sensitive information.
4. Content filtering: Analyzes email content to prevent data leakage and ensure compliance with company policies.
5. Encryption: Can automatically encrypt outgoing emails containing sensitive information.
6. Attachment scanning: Examines file attachments for potential threats, often using sandboxing techniques.
7. URL filtering: Checks embedded links for malicious destinations.
8. Data loss prevention (DLP): Monitors outgoing emails to prevent accidental or intentional leakage of sensitive data.
9. Email archiving: Stores copies of emails for compliance and legal purposes.
10. Threat intelligence: Uses up–to–date information on emerging threats to improve detection capabilities.

By implementing an email protection gateway, organizations can significantly reduce the risk of email–based threats, protect sensitive information, and ensure compliance with various regulations. This comprehensive approach to email security helps businesses maintain the integrity and confidentiality of their communications.

Regulatory Compliance Requirements for Email

Various regulatory frameworks mandate the protection of sensitive information transmitted via email. For example, GDPR requires organizations to implement appropriate technical and organizational measures to ensure the security of personal data. Similarly, HIPAA mandates the protection of electronic Protected Health Information (ePHI) when transmitted via email.

Compliance with these and other regulations necessitates the use of secure email practices, including encryption and authentication, to protect sensitive information from unauthorized access. Organizations that fail to comply with these regulations may face significant legal and financial penalties. By adopting secure email practices, businesses can ensure that they meet regulatory requirements and protect the privacy and security of sensitive information.

How Secure Email Works

While most businesses understand the importance of secure email, few understand how it works. Once organizations understand email security, they can make informed decisions about their communication infrastructure, enhancing overall cybersecurity posture and safeguarding valuable information assets. In brief, secure email employs encryption to protect message content and attachments from unauthorized access. Let’s take a closer look at how secure email works.

Secure Email Encryption and Decryption

Encryption is the process of converting email content into an unreadable format using a cryptographic algorithm. This ensures that only the intended recipient, who possesses the decryption key, can decipher and read the email content. There are various encryption algorithms used in secure email, ranging from symmetric key encryption to public key encryption. Symmetric key encryption uses the same key for both encryption and decryption, while public key encryption employs a pair of keys, one for encryption (public key) and one for decryption (private key).

Decryption, on the other hand, is the reverse process of encryption, where the encrypted email content is converted back into its original readable format using the decryption key. This process ensures that only authorized recipients with the correct decryption key can access the email content. The use of strong encryption algorithms and secure key management practices is essential for maintaining the confidentiality and integrity of email communications.

Secure Email Authentication and Authorization

Authentication and authorization are critical components of secure email systems. Authentication is the process of verifying the identity of the sender and recipient before access to an email is granted. This can be achieved through various methods, including passwords, biometrics, and multi–factor authentication (MFA). Multi–factor authentication adds an extra layer of security by requiring users to provide two different forms of identification before accessing their email accounts.

Authorization, on the other hand, determines the level of access granted to the authenticated user. In the context of secure email, authorization ensures that only intended recipients can access the email content and any attached files. By implementing robust authentication and authorization mechanisms, secure email systems can prevent unauthorized access and mitigate the risks associated with traditional email systems.

Secure Email Protocols

Secure email protocols play a vital role in ensuring the confidentiality, integrity, and authenticity of email communications. Some of the most commonly used secure email protocols include secure/multipurpose internet mail extensions (S/MIME) and pretty good privacy (PGP). S/MIME provides encryption and digital signatures for email messages, ensuring that the content remains confidential and that the sender’s identity is verified. PGP, on the other hand, uses a combination of symmetric and asymmetric encryption to secure email communications.

Both S/MIME and PGP require the exchange of public keys between the sender and recipient. These keys are used to encrypt and decrypt email messages, ensuring that only authorized parties can access the content. By adopting secure email protocols, individuals and organizations can protect their email communications from interception, tampering, and unauthorized access.

How to Set Up Secure Email

Setting up secure email involves several steps to ensure that your email communications are protected. First, you need to choose a secure email provider that offers robust encryption and authentication features. Once you have selected a provider, you will need to create an account and configure your email client to use the secure email service. This may involve installing additional software or plugins to support encryption and digital signatures.

After setting up your account and email client, you will need to generate and exchange encryption keys with your intended recipients. This can be done through a key management system provided by your secure email service or by manually exchanging keys with your contacts. It is essential to keep your private keys secure and to regularly update your keys to maintain the highest level of security.

Choosing the Right Secure Email Provider

When selecting a secure email provider, it is crucial to consider several factors to ensure that your email communications are adequately protected. Look for providers that offer end-to-end encryption, which ensures that your emails are encrypted on your device and remain encrypted throughout transmission until they reach the recipient. Additionally, the provider should offer strong authentication methods, such as two–factor authentication, to protect your account from unauthorized access.

Other important features to consider include the provider’s data storage policies, regulatory compliance, and customer support. Ensure that the provider stores your email data in encrypted form and complies with relevant data protection regulations, such as GDPR or HIPAA. Finally, choose a provider that offers responsive customer support to assist you with any issues or concerns that may arise.

Configuring Security Settings

Configuring the security settings of your email client is a critical step in setting up secure email. Begin by enabling encryption for both incoming and outgoing emails. This can usually be done through the settings menu of your email client, where you can select options for S/MIME or PGP encryption. Ensure that your email client is configured to use strong encryption algorithms and that it automatically encrypts and signs all outgoing messages.

Next, enable authentication features such as two–factor authentication (2FA) to add an extra layer of security to your email account. You should also configure your email client to check for digital signatures on incoming messages, which will help you verify the sender’s identity and ensure that the message has not been tampered with. Regularly update your email client’s software to ensure that you have the latest security patches and features.

How to Keep Email Secure: Best Practices for Protecting Sensitive Emails

Keeping your email secure requires a combination of technical measures and best practices. The following best practices can help your organization significantly reduce the risk of unauthorized access to sensitive content and mitigate the risk of data breaches and compliance violations.

1. Use strong encryption: Implement end–to–end encryption for sensitive emails and attachments to ensure only intended recipients can access the content.
2. Enable multi-factor authentication (MFA): Require additional verification methods beyond passwords to access email accounts, reducing the risk of unauthorized access.
3. Implement email filtering: Use advanced spam and malware filters to block potentially harmful emails before they reach users’ inboxes.
4. Educate users on phishing: Train employees to recognize and report phishing attempts, reducing the risk of falling victim to social engineering attacks.
5. Regularly update software: Keep email clients, servers, and security software up–to–date to patch known vulnerabilities and protect against emerging threats.
6. Use secure file sharing: For large or sensitive attachments, use secure file-sharing services instead of email to minimize exposure and improve tracking.
7. Implement data loss prevention (DLP): Use DLP tools to monitor outgoing emails and prevent accidental or intentional leakage of sensitive information.
8. Enforce strong password policies: Require complex, unique passwords for email accounts and implement regular password changes to enhance account security.
9. Limit access to sensitive information: Restrict access to confidential email content and attachments on a need–to–know basis to minimize potential exposure.
10. Regularly backup email data: Maintain secure backups of email content and attachments to ensure data recovery in case of cyberattacks or system failures.

Secure Email Innovations

Innovations in secure email technology continue to evolve, offering new features and capabilities to enhance email security.

One such innovation is the use of blockchain technology to secure email communications. Blockchain provides a decentralized and tamper–proof system for verifying the authenticity of email messages and ensuring that they have not been altered during transmission. This can help to prevent phishing attacks and ensure the integrity of email communications.

Another emerging innovation is the use of artificial intelligence (AI) and machine learning to detect and prevent email–based threats. AI–powered security systems can analyze email traffic for patterns and anomalies, identifying potential phishing attacks and other malicious activities in real–time. These systems can also automatically respond to threats by blocking suspicious emails and alerting users to potential risks. By leveraging these innovative technologies, individuals and organizations can further enhance the security of their email communications.

Kiteworks Helps Organizations Share Sensitive Content With Secure Email

Secure email is a powerful tool for safeguarding sensitive information and maintaining the confidentiality, integrity, and authenticity of your email communications. But email security is more than a "nice–to–have;" it’s essential for protecting sensitive information, maintaining the privacy and integrity of your communications, and demonstrating regulatory compliance with regional, national, state, and industry data privacy laws and standards. By adopting secure email practices, such as using encryption, robust authentication and authorization methods, and secure email protocols, you can significantly reduce the risks associated with traditional email systems.

The Kiteworks Private Content Network, a FIPS 140-2 Level validated secure communications platform, consolidates email, file sharing, web forms, SFTP, managed file transfer, and next-generation digital rights management solution so organizations control, protect, and track every file as it enters and exits the organization.

Kiteworks secure email provides enterprise-grade encryption and uniform security controls and features a Microsoft Office plugin, a web app, mobile app, and enterprise application plugins for Microsoft Office and Google Workplace. Kiteworks supports the S/MIME, TLS, and OpenPGP encryption standards in users’ existing email clients, with end-to-end encryption and email protection gateway options.

Kiteworks deployment options include on-premises, hosted, private, hybrid, and FedRAMP virtual private cloud. With Kiteworks: control access to sensitive content; protect it when it’s shared externally using automated end-to-end encryption, multi-factor authentication, and security infrastructure integrations; see, track, and report all file activity, namely who sends what to whom, when, and how. Finally demonstrate compliance with regulations and standards like GDPR, HIPAA, CMMC, Cyber Essentials Plus, IRAP, and many more.

To learn more about Kiteworks, schedule a custom demo today.

Additional Resources

• Blog Post Ensuring User Adoption for Your Secure Email Solution
• Case Study Internationally Recognized Law Firm Provides Clients With Expert Counsel Efficiently and Securely
• Blog Post Why TLS May Not Be Enough for Your Email Encryption Strategy
• Case Study The Evolution of Secure Email Communication at SIX
• Blog Post Protect Your Sensitive Content With Email Security