Send protected files via email

Sophos offers an add-in for Microsoft Outlook that makes encrypting email attachments easy.

Note The add-in is only available in Central Device Encryption 2.0 or later.
Note If Sophos SafeGuard Enterprise is installed on the computer, its Outlook add-in is used to encrypt email attachments.

If configured in your policy, you can choose how to send attachments whenever you send an email with one or more files attached.

  • Password protected

    Select this option if you are sending sensitive files to recipients outside of your organization.

    After you define a password and select Send, your files are encrypted and saved as an HTML file.

    Recipients can open the file with their web browser as soon as you communicate the password to them. We recommend that you use a strong password and don’t send it in the same email as the files. For example, you can give the recipients the password by phone.

    Recipients can use one of the following browsers to open the password-protected attachment:

    • Mozilla Firefox
    • Google Chrome
    • Microsoft Edge
    • Internet Explorer 11

    Decryption with other browsers, such as mobile browsers, may work but is not actively supported.

    Recipients can edit the file and send it back using the same password or a new password. They can even protect a new file with a password. They are guided through the procedure by a wizard in their browser.

  • Unprotected

    Select this option only if your email attachment does not contain any sensitive data. Any action to send email attachments unprotected may be logged and monitored by your security officer.

If you are not prompted, you can password protect attachments manually, see Use a password to protect attachments.