In today’s digital landscape, email security is more critical than ever, with over 94% of organizations experiencing email-related security incidents in 2023. Encryption stands out as a powerful defense, ensuring sensitive information stays protected. As the most widely used email platform, Gmail has introduced enhanced security features to help safeguard your data.
This guide will walk you through the process of sending an encrypted email using Gmail’s Confidential Mode, while also exploring whether there are more robust alternatives for protecting your communications.
Think about what happens to your email when you hit “send.” If it’s not secure, it could easily end up in the wrong hands—whether that’s cybercriminals, hackers, or even just unintended recipients.
Sensitive information, such as financial records, patient details, or legal documents, is especially at risk.
Emails are easy targets because they pass through multiple servers and networks before reaching the recipient. Each stop creates an opportunity for interception or tampering. That’s where encryption steps in. Encryption transforms the content into a secure, unreadable format, accessible only to the intended recipient.
An encrypted email is better than an unencrypted one in several ways:
Gmail uses a default standard encryption method called TLS (Transport Layer Security), which is designed to protect your messages while they’re moving between sending and receiving servers.
However, TLS has its limitations. While it encrypts the data during transfer, it doesn’t secure the message itself—only the connection. This means that if the receiving server doesn’t have strong security, your email could still be vulnerable.
To enhance security, Gmail introduced “Confidential Mode” in beta on June 25, 2019. This feature adds an extra layer of protection with options like:
Here’s a quick guide to sending an encrypted email with Gmail’s Confidential Mode:
Step 1: Open Gmail and compose a new email.
Step 2: Click on the “Confidential Mode” icon at the bottom of the email window.
Step 3: Set expiration date and passcode options.
Step 4: Write your email message and click “Send.”
Optional: For extra security, select an SMS passcode to require a passcode. Click Save to return to your composed email.
Even with Confidential Mode, Gmail’s encryption has some limitations:
These limitations make Gmail’s Confidential Mode useful but not entirely secure for highly sensitive information. That’s why third-party tools with full end-to-end encryption can enhance email security, offering better data protection and peace of mind.
End-to-end encryption is a stronger security measure because it protects your email from the moment you send it until it reaches the recipient—no one in between, including email servers, can access it.
For those needing this higher level of encryption, here are some third-party tools that integrate well with Gmail:
Among the tools for email security, TitanFile stands out as a secure, intuitive platform designed for safely sharing files.
TitanFile offers an intuitive solution for large file transfers, reliable tracking, and top-level security—all in one platform. With a free 15-day trial, TitanFile makes it easy to test these features without commitment.
Here’s how it works:
ProtonMail is a secure email service offering end-to-end encryption, ensuring that only you and your intended recipient can read your messages.
Based in Switzerland, it benefits from strong privacy laws and provides features like self-destructing emails and anonymous sign-up options. ProtonMail is accessible via web and mobile apps.
FlowCrypt is a browser extension that adds OpenPGP encryption to Gmail. It allows users to send and receive encrypted emails and attachments directly from their inbox. FlowCrypt integrates with Gmail by adding a “Secure Compose” button for easy encrypted communication.
Virtru offers end-to-end encryption for Gmail and Outlook, allowing users to protect emails and attachments directly within their existing email platforms.
It provides features like access controls, message expiration, and the ability to revoke emails after sending.
Here are some advanced strategies to send secure emails:
Yes, you can send encrypted emails to non-Gmail users using Gmail’s Confidential Mode. Recipients will receive a link to view the email’s content and may need to enter a passcode via SMS. However, SMS passcode delivery is limited to certain countries.
If a recipient can’t open an encrypted email, it could be due to an expired message, incorrect passcode, or unsupported region for SMS passcodes. In such cases, verify the recipient’s contact information and resend the email if necessary.
Gmail’s Confidential Mode adds security features like expiration dates and access revocation. However, it doesn’t provide end-to-end encryption; recipients can still capture content via screenshots or photos. For highly sensitive information, consider using additional encryption tools.
Some third-party encryption tools offer free versions with basic features, while others require a subscription for advanced functionalities. Evaluate your security needs to determine if the free options suffice or if investing in a paid service is necessary.
Many users have transitioned from major email providers to TitanFile due to its user-friendly interface and robust security features. Unlike Gmail’s 25 MB email attachment limit, TitanFile allows you to send large files exceeding 100 GB without restrictions on size or quantity.
TitanFile serves a diverse clientele, including national enterprises in the financial, insurance, and legal sectors, as well as government agencies, regulatory bodies, and small businesses. To experience its advantages firsthand, start a free trial today!