Email encryption encrypts data sent and received by the user and data located on endpoints and servers. We know that email is the most commonly used way for businesses to communicate externally with customers and suppliers. Hundreds of millions of emails are sent on a daily basis as we send contracts, invoices, and critical business documents worldwide. The only point is that email is not completely secure.
Why is email encryption necessary?
Email often contains sensitive or confidential information. Email encryption provides the essential security needed to protect that information. It can ultimately assist you if you experience any data breaches.
A data breach can harm your sensitive data. Email encryption software, in that case, would be an ideal solution for preserving encryption keys as an encrypted message provides a private key for the intended recipient. A decryption key required senders to encrypt emails from unwanted parties.
Organizations of all sizes often use email encryption as part of their cyber security strategies. It has become the best practice in business to encrypt all emails, not just those with sensitive information. It prevents hackers from accessing any part of your email or finding a way to take over your account.
Encryption ideally covers the entire email journey. Messages must be encrypted before being sent, ensuring that they are protected and unreadable by hackers from the outset. After delivery, archived email is most secure if encrypted.
If your credentials are ever compromised, a hacker will not be able to gain access to your real messages.
How does email encryption work?
SSL/TLS works by initiating a series of agreements between the email client such as Gmail or Outlook and the server to agree on the details of their connection. These agreements require several detailed steps, from determining which version of SSL/TLS will be operated and how the business communication will be encrypted to deciding if a secure connection has been established before the private data is transferred.
Upon completion of the contracts, the email server returns a TLS digital certificate and a public key to encrypt the email client. The email client then confirms the certificate and generates a shared secret key (SSK), which is returned to the server. After that, the server decrypts the SSK, which allows email transmission. Yet, STARTTLS notifies the mail server that the email contents need to be encrypted.
If mail is intercepted, its contents and metadata are mixed and difficult to decode. Once the transfer is received, the confidential data will be decrypted. Email services provide email security and private financial statements will be held as email messages containing the public or private key.
Email encryption methods
Organizations typically deploy a portal-based email encryption method, in which specific software runs on the corporate network and is responsible for encrypting and decrypting email communications.
The portal-based template treats each email as sensitive information and applies the chosen method of encrypting each email. In a client-based model, an encryption application runs on the sender’s machine, and the sender is responsible for encrypting every email they send.
Although the client-based model is more flexible, it requires special attention from employees who follow the company’s proper procedures for encrypting one message. No matter what approach is selected for email encryption, encryption software relies on one of three types of email encryption to encrypt email traffic:
- SMTP STARTTLS – is a server-to-server method that relies on SSL certificates. It is a standard method for email providers to secure the content of emails that pass through their servers;
- S/MIME – or Secure/Multipurpose Internet Mail Extensions – is a method that uses email certificates and must be implemented at the user’s endpoint. It is a person-to-person method of encrypting email;
- PGP – or Pretty Good Privacy – is another face-to-face method of email encryption, where users take care of email encryption. PGP does not use certificates but public keys and features embedded in PGP and PGP/MIME.
Pros of email encryption
Cost-efficient
You are not obligated to purchase additional software or user fees when your email service has server-based encryption. With all the basic encryption features, you can save much money by getting a trusted third-party service.
Efficiency
If your business email is encrypted through an existing platform or program, your employees do not need to carry out further steps to protect their email. The responsibility lies with your email provider; your team can quickly write and send your message without considering the multi-step procedure of securing the attachments.
Avoid business risk
Without encryption, anyone can access the information in your email. Nowadays, it’s essential, and you do not want to send unencrypted messages. External or internal threats are constantly present everywhere, and the information gathered can be used against your business. To avoid such threats, it is recommended that you go for encrypted email.
Protect critical information
Our emails contain sensitive information, from bank account details to critical business and personal information. To prevent financial data leakage of this crucial information, email encryption is vital to your business.
Authentication
The utilization of email encryption can help your team identify authentic senders. Spam emails always exist, and encryption combined with a digital signature indicates to the recipient that the sender is correct and that the content is unchanged.
Cons of email encryption
Organizations opt for end-to-end encryption because it is thorough in scope and goes beyond the essential protection required; however, end-to-end encryption is not without its drawbacks.
It needs to be backed up regularly, which can be a management challenge. In case you are operating in Microsoft 365, then a proper Microsoft 365 backup is required too. Another potential email encryption trap is ensuring that your email recipient has the tools to decrypt your email. Otherwise, they might get it and not be able to read it.
Conclusion
Email encryption enables an organization to protect its communications’ privacy and security and maintain regulatory compliance. Email encryption helps mitigate the threat of potential cyber-attacks that can harm your critical business data.