You can’t stop sending emails, but you also can’t risk compromising your clients’ privacy—or your organization’s. Basic security features won’t cut it when privacy is your top priority. So, how do you ensure every email is sent with maximum protection?
In this article, we’ll walk you through the best methods to keep your emails secure and share some common mistakes that businesses often make so you can avoid them right from the start.
What is a Secure Email?
“Secure email” refers to a range of protective measures designed to safeguard email content, ensuring only intended recipients can access it. These measures typically include:
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Encryption: Scrambling email content so only the recipient can read it.
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Two-Factor Authentication (2FA): Adding an extra layer of login verification.
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Digital Signatures: Verifying the sender’s identity to prevent fraud.
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Secure Email Gateways: Filtering out phishing and malware before emails reach the inbox.
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End-to-End Encryption: Encrypting messages from sender to recipient, ensuring no middle party can read them.
Secure emails and encrypted emails are different. Encryption is a tool for security, but entirely securing emails requires additional layers of protection.
With email attacks on the rise, nearly 98% of organizations still feel unprepared to tackle these threats.
Popular email providers like Gmail, Outlook, and Yahoo do offer some security features, but they fall short of the robust protection required in fields like legal, healthcare, and finance. Extra security measures are a must for truly securing sensitive communications.
Top Methods to Send a Secure Email
When running an organization, a true sense of security isn’t optional—it’s essential. Here are the top methods to make sure your emails are genuinely secure:
Use Email Encryption
First things first: how does email encryption work? Simply put, encryption scrambles your email’s contents, turning it into unreadable code that only the intended recipient can decipher.
Here are some types of email encryption services you should consider:
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Transport Layer Security (TLS): Encrypts the connection between email servers, protecting emails during transmission. However, it doesn’t cover the message once it reaches the server.
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End-to-End Encryption: Protects your email from the moment it’s sent until it’s received, ensuring only the recipient can read it—no one in between.
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Pretty Good Privacy (PGP) Encryption: This is a combination of public and private keys to secure email content, commonly used for encrypting individual messages in personal and professional settings.
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S/MIME (Secure/Multipurpose Internet Mail Extensions): Uses digital certificates to sign and encrypt emails, adding a layer of trust by verifying the sender’s identity.
Use Secure Email Services
Secure email services are specialized platforms with advanced security features and higher encryption levels to protect sensitive information. They go beyond what mainstream providers like Gmail, Outlook, and Yahoo Mail offer.
Secure email solutions typically offer:
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End-to-End Encryption: Ensures that only the sender and recipient can read the message, not even the email service provider.
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Zero-Access Encryption: Service providers themselves cannot access your email content, adding an extra layer of confidentiality.
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Data Residency Control: Some secure providers let you choose where your data is stored, helping comply with regulated industries.
Popular examples of secure email services include:
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ProtonMail
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Tutanota
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Hushmail
Password-Protect Email Attachments
One of the simplest ways to add a layer of security to your emails is by password-protecting attachments. Just remember: never include the password in the same email as the attachment.
Here are some quick tips for strong passwords:
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Combine uppercase and lowercase letters, numbers, and symbols
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Use a minimum of 12 characters
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Avoid common words, phrases, or personal information
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Use a unique password for each account or file
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Update passwords every 90 days.
For a detailed guide on encrypting and password-protecting attachments in Outlook or Gmail, check out this article.
Enable Two-Factor Authentication (2FA)
Two-factor authentication, or 2FA, adds an extra layer of security to your accounts by requiring a password and a second form of verification—like a text code or app-based prompt. Even if someone has your password, they won’t be able to access your account without that second factor.
Here’s how to enforce 2FA in your organization:
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Require 2FA for all employees, especially those handling sensitive data
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Send regular reminders to set 2FA
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Perform periodic checks to ensure all employees have 2FA enabled
Use a VPN for Secure Connections
Many organizations rely on Virtual Private Networks, or VPNs, to keep their data safe. VPNs create a secure, encrypted “tunnel” for your internet traffic. This tunnel keeps outsiders from seeing your data, so only people connected to your company’s network can access it.
It’s also safe, accessible, and great for remote workers who need to connect from various locations. But here’s the thing—VPNs aren’t a silver bullet. About 56% of enterprises have faced attacks due to VPN vulnerabilities.
To strengthen security, combine VPN use with additional safeguards. Choose a reliable, paid email provider that offers end-to-end encryption, multi-factor authentication, and zero-access storage, where even the provider can’t read your email messages. Free providers often lack these essential protections, putting sensitive data at higher risk.
Avoid Public Wi-Fi When Sending Secure Emails
Public Wi-Fi networks are notoriously unsafe for sensitive communications. Hackers can easily intercept data sent over these networks, putting your emails and attachments at risk.
If you absolutely have to use public Wi-Fi, here are some best practices:
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Use a VPN: This adds encryption to your connection, making it harder for anyone to access your data.
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Avoid accessing sensitive accounts: Refrain from logging into critical systems or sending confidential information.
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Send encrypted emails only: Make sure emails are encrypted before sending to protect contents from interception.
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Turn off file sharing and AirDrop: Disable these settings to prevent unauthorized access to your device.
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Log out immediately after use: Don’t leave your accounts open and active on a public network.
Use a Secure File Sharing Platform
When it comes to sharing sensitive files, using a secure platform like TitanFile is essential. Unlike standard email, TitanFile offers end-to-end encryption, so only your chosen recipients can access your data.
Once you’re signed up, create a new “channel” to serve as a secure workspace. Add your recipients by entering their emails, and they’ll get an invitation to access the files you share. Next, attach your files to the channel and include any instructions or context in a quick message. When you hit “Send,” recipients receive a secure link to access the files directly.
For added convenience, TitanFile integrates with Outlook, allowing you to send encrypted files straight from your inbox without size limits. Every file remains protected with two-factor authentication and strong encryption from start to finish.
Common Mistakes to Avoid When Sending Secure Emails
Many believe that using standard email services with basic security features is sufficient for protecting sensitive information. However, this assumption can lead to significant vulnerabilities. To ensure your emails remain secure, avoid the following common mistakes:
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Sharing Passwords Within the Same Email: Including passwords in the same email as the protected attachment defeats the purpose of security. Share passwords through separate, secure channels.
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Failing to Verify Recipient Email Addresses: Sending sensitive information to the wrong person can lead to data breaches. Always double-check recipient details before sending.
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Using To/Cc Instead of Bcc for Mass Emails: Exposing the recipient’s email address can lead to privacy issues. Use Bcc to keep your recipient information confidential.
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Using Public Computers for Sensitive Emails: Accessing your email on shared devices can lead to unauthorized access. Avoid using public computers for confidential communications.
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Failing to Back Up Important Emails: Not backing up can result in data loss. Regularly back up important emails to secure storage solutions. Many businesses use TitanFile’s secure storage services to securely store and send their sensitive data.
Conclusion
Sensitive information should never fall into the wrong hands, so using a secure, compliant file-sharing platform like TitanFile is essential.
TitanFile is purpose-built for industries like legal, healthcare, government, and finance—organizations where privacy and security are absolutely non-negotiable.
Try TitanFile, the most secure platform for sharing sensitive files. Start your free trial today!