Send encrypted files via email

When you send encrypted files to recipients in your corporate network, you do not need to worry about encryption and decryption. If your recipient has the appropriate key, they will be able to read the file.

For sending emails to recipients outside your corporate network, SafeGuard Enterprise offers an add-in for Microsoft Outlook that makes encrypting email attachments easy. Whenever you send an email with one or more files attached, the system prompts you to choose how to send the attachments. The available options may vary according to the encryption state of the files you attached to your email.

Note When you send embedded items such as contacts (.vcf) or emails (.msg) as attachments, you are not prompted to encrypt them. They are sent unencrypted.
  • Password protected

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

    After you define a password and press send, your file is encrypted and saved as an HTML file. If you password protect several files at once, each file is encrypted separately with the same password. Files that are already encrypted are decrypted automatically before they are password protected.

    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. We recommend that you give the recipients the password by phone or through any other means of communication.

    Recipients can use one of the following browsers to open the password protected attachment:
    • Mozilla Firefox
    • Google Chrome
    • Microsoft Internet Explorer 11
    • Microsoft Edge
    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. For more information, see Sophos knowledgebase article 124440.

    You can also password protect files manually, see Use a password to protect a file.

  • Unprotected

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

  • Attachments to be sent unchanged

    If the email contains attachments that cannot be password protected, you can either send them unchanged or remove them from your email. The dialog contains a list of files that cannot be protected for one of the following reasons:

    • The file is already password protected. You can either decrypt the file first and use a new password, or you send the file unchanged and communicate the relevant password to the recipient.
    • The file has been encrypted with a key that is currently unavailable in your keyring. The key may have been temporarily revoked because of a security issue, or you do not own the key used for encrypting the file. In this case, please ask your security officer.

When you send an email to both internal and external recipients, the system handles the email as if it were sent to external domains only.