The best way to Encrypt Email

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Want to just get started? Click this link to sign up for DreamHost and start encrypting your own email today.

As a small business, keeping your data secure is an ongoing battle, specially when you must send delicate information via e-mail.

When you want to make certain that an unintended person does not intercept this information, you can encrypt your own email messages.

Use the following steps to encrypt your email, if you are using an email web hosting provider or you are sending messages from your hosting domain’s current email address through Gmail.

The Top Email Web hosting Providers to Encrypt Email

For small businesses and entrepreneurs, using an email hosting provider is a great way to create an email tackle with your own domain name within it. You may be able to encrypt the messages throughout your email host, you can also link your Gmail address to your email host and encrypt the messages via Gmail (if you are using Google Workspace).

  • DreamHost — Best Overall Email Hosting Supplier
  • Hostinger — Best Budget-Friendly Provider
  • Intermedia — Great for Email Security
  • Scala Hosting — Best for Significant Storage
  • Google Workspace — Best for Google-Centric Customers
  • Microsoft 365 Business Standard — Best for Microsoft-Centric Users
  • Amazon WorkMail — Best for AWS-Centric Users

Read our full reviews of each email web hosting provider here.

3 Steps to Encrypt Email

Even when using an email web hosting provider, you can deliver messages through your Gmail account using your business domain’s email address by linking them jointly. We will focus on discussing how to encrypt email through Gmail for this reason, rather than explaining the encryption steps required for each individual email hosting provider.

  • Step 1 : Set Up Your own DreamHost Email Address
  • Step 2: Add Your Domain Email Address to Gmail
  • Step 3: Shield Your Messages in Gmail
  • Bonus Step: Including Let’s Encrypt to DreamHost

The Easy Parts of Encrypting Email

We might not call the encrypting email especially easy, as it needs multiple steps to make the process work. But it does offer quite a few benefits.

Assured defense: When you are able send important information through an encrypted e-mail, you can be certain that the info will not fall into the incorrect hands. Once you function with the process of encrypting your email messages, having sensitive information fully secured through email encryption can give your organization substantial peace of mind.

No tampering: With an encrypted email, you can be confident that no hacker intercepted the message en route to you or to your recipient plus changed the information in the message.

Repeated success: Once you are able to send an encrypted email to a specific recipient successfully, you are able to continue to have success with that recipient. You do not have to alter multiple settings each time you send a message making use of encryption to the exact same recipient.

Verified senders: When you are getting an encrypted email message, you can be confident that the person or even organization sending the message is who else they claim to end up being.

Compliance with regulations: If your organization works in an industry where you must follow certain regulations, such as privacy through HIPAA, you will need to use encrypted email messages any time you are delivering potentially sensitive information. Failing to encrypt these messages could leave your organization in violation of the rules or standards.

The Difficult Parts of Encrypting Email

Although the process of encrypting email messages has a good number of benefits, it can be this type of time-consuming hassle that will some people simply choose not to use it.

Extensive set up: You can’t just click a key and magically have encrypted emails. You have to perform multiple steps on your end to allow the encryption technique that your email web hosting provider supports. You also need the recipient to be able to accept the encrypted email. This can be a significant challenge.

Incompatibilities: Some email clients’ encryption methods are not compatible with each other. For example , Gmail’s use of S/MIME for encryption may cause error communications in other email customers. If you are using Gmail’s S/MIME encryption method, and the recipient is not, you may have to deploy time-consuming troubleshooting work.

Lost data potential: When the recipient loses the main element to unlock the encrypted data or even never receives the main element as intended, the data in the email is just not available to them. When delivering time-sensitive data that needs an immediate reply, this can be disastrous.

The first step : Set Up Your DreamHost Email Address

In order to use Gmail in order to encrypt the emails you are sending throughout your email hosting service provider, you first must create an email tackle that uses your company domain name with your service provider. We will use DreamHost as the email web hosting provider for this instance.

Create an Email Address in DreamHost

DramHost dashboard with "Manage Email" selected

As a DreamHost customer, you can create an email address that fits your domain. (You first will have to add a domain that you personal to DreamHost. )

Using a website name in your email address supplies a more professional search for your business or corporation versus using a generic Gmail address. Rather than sending emails from AllStarPlumbing76543@gmail. com, you can send emails from JoeSmith@AllStarPlumbing. com.  

After incorporating your domain to DreamHost, click Mail along the remaining side of the DreamHost screen. In the expanded menu, click Manage E-mail to start setting up your current email address. Then click the Create Brand new Mail Address button.

Select Your E-mail Settings

DreamHost email settings

In the next DreamHost window, add the data for your email address, including the alias name you wish to use, along with your website name. You also can choose the maximum number of messages to save in your Mailbox, how frequently to get rid of old messages, and other items.

Right after entering all the information, click on the Make Address button. If you inserted everything correctly, DreamHost should give you a message that shows you were successful. However , you may need to wait a few hours to begin sending and receiving communications. (Understand that it can take up to six hours for the new email address to be ready to use, especially if this is the first email address parallelbezeichnung you created below that domain name. )

Step 2: Include Your Domain Current email address to Gmail

When you create an email address for your domain name at DreamHost, you might have the ability to add this address to your Gmail account. You then may send messages in the Gmail client, whilst making use of your domain name with DreamHost as the tv-sender, rather than using your Googlemail account as the sender.

You will need to make sure your Gmail client is certainly properly configured before you begin sending messages with encryption. You have to change the outgoing machine name in Googlemail to smtp. dreamhost. possuindo instead of setting it to your business domain name. This can be a change in Googlemail that occurred a few years ago.

Work in Gmail to Add the Email Address

Gmail settings with "Accounts and Import" tab selected

Start by logging into your Gmail accounts through a web browser. On the Gmail screen, click on the equipment icon in the upper correct corner of the display screen. In the drop-down menus, click on the See All Settings switch. Click the Accounts and Import link across the top of the page.

Scroll listed below until you reach the particular Send Mail Because section. In this area, click on the Add Another Email Address link.

Enter the Domain Email Address Information

Popup window for entering name, domain email address, smtp server, port number, and DreamHost email password

In the popup window, you can start entering information about your domain name and current email address. Some of the information you will need to enter includes:

  • Your name
  • Site email address
  • SMTP server (which we mentioned in the beginning of this step)
  • Port amount (usually 465)
  • Your DreamHost email password

You then will need to click the button to make use of SSL. Finally, click on the Include Account button.  

Verify the Added Email Address in Googlemail

Gmail verification with email address you want to send mail as and options for replying to messages

Gmail will send an email message with a confirmation code to your area email address. You will need to return to DreamHost to view this message and to get the code. Enter the code in the textual content box and click the Verify switch.

Then go back to the Accounts and Import link in the Settings window. Scroll down to the Send out Mail As section again. Now you should see your domain email address listed.

If you want to use this address because the sender address within a Gmail message, click on the Compose button in Gmail. Within the From area, click the lower arrow . After that select the domain name current email address that you want to use. Create your message and click the Send button, and Googlemail will send the information with your domain current email address listed as the tv-sender.

Step 3: Shield Your Messages within Gmail

Google makes use of two different choices for protecting email messages in Gmail, depending on whether you are using the free version of Googlemail or the subscription version of Google Workspace.  

Encrypted Gmail With Search engines Workspace

Google Admin screen S/MIME settings

As a customer to Google Work area, you can encrypt your own emails sent through Gmail with S/MIME (Secure/Multipurpose Internet Postal mail Extensions).

To allow S/MIME within Search engines Workspace, open your Google Admin system. Click Apps , accompanied by Search engines Workspace . After that click Gmail , accompanied by User Settings.

Along the left aspect of the screen, click Institutions in order to expand this menu. Click on the organization or even domain name that you want to make use of with S/MIME.

On the right part of the screen, scroll down to the S/MIME section. Click the pencil symbol around the right side of the S/MIME section to spread out the edit windows for S/MIME.  

Add a checkmark in the Enable S/MIME Encryption for Delivering and Receiving Email checkbox. To allow non-Google Work area users to receive encrypted emails, you will need to put in a checkmark in the Allow Users to Add Their Own Certificates checkbox. Click Save at the bottom of the window.  

You then need to return to the particular Settings window in Gmail by clicking on the gear icon . Click Accounts along the top of the windowpane. In the Send Mail As section of the particular window, click edit details . You then will need to add your S/MIME certificates.  

Once you finish adding these certificates, you should be able to begin sending and receiving encrypted messages through Gmail, utilizing your DreamHost domain name current email address.

Gmail Private Mode

Gmail confidential mode with popup that says recipients won't have the option to forward, copy, print, or download this email

In the totally free version of Gmail, you will use Private mode to protect your email messages. This is not quite the same as sending a good encrypted email, however it does protect the contents of the information so that only the receiver can see the information.

Confidential mode places the email information on a Google server. The recipient can receive a link to the message, along with a passcode. By clicking the hyperlink, the recipient may view the message within the Google server. The recipient cannot ahead or download the particular message. As the sender, you also have the ability to revoke the recipient’s entry to the message following a certain amount of time.

Start by clicking the particular Compose switch to create a message in Gmail. Be sure to select your domain name email address as the sender in the From area.

At the bottom of the New Message window, you will see a series of icons. Select the second icon from your right, marked with a clock and a locking mechanism. In the Confidential Setting window, you can select an expiration time for your message.  

In the Passcode area, you can click on SMS Passcode to have the passcode sent via text message to the recipient. (You will need to enter the recipient’s phone number for the text message. ) 

Click No SMS Passcode to avoid sending a code via text. Under No SMS Passcode, recipients using Gmail will not need to enter a passcode to view the message. Non-Gmail users will receive a passcode through email.

Reward Step: Adding Let’s Encrypt to DreamHost 

If you wish to send encrypted email messages directly through your email hosting provider, you will have to follow the specific simple steps for that provider.  

With DreamHost, for example , you will need to utilize a free open certification authority (CA) known as Let’s Encrypt. If you add a domain name in order to DreamHost, which you will need to do before you can make a domain email address name in DreamHost, you may use Let’s Encrypt for free.

Understand that Let us Encrypt doesn’t completely encrypt a message till it reaches the intended recipient. Instead, Let’s Encrypt will certainly encrypt the data as it travels from your gadget to the Let’s Encrypt server. The connection consists of encryption, rather than the message itself.  

Primarily, Let’s Encrypt focuses on securing your domain through SSL (Secure Sockets Layer) and TLS (Transport Layer Security). They are high-level security standards that allow internet sites to make use of HTTPS (Hypertext Transfer Protocol Secure). In other words, when you are making use of Let’s Encrypt along with your website in DreamHost, you can use HTTPS together with your website.

Once you add a Let’s Encrypt certificate to DreamHost, it will secure your domain’s website and it will secure the connection for the emails. Each domain name you are using in DreamHost must have an alternative Let’s Encrypt certification.

Setting Up Let us Encrypt

Let's Encrypt SSL Certificate for personal websites

You need to have the particular DNS of your website entered in DreamHost before you can use Let’s Encrypt. The authentication of the Let’s Encrypt certificate requires enabling Let’s Encrypt to produce a folder at your web site.

If Let’s Encrypt cannot create the folder for that certificate, you will see the particular error message pictured above.

Include the Secure Certificate

Adding the SSL/TLS certificates in DreamHost dashboard under "Secure Certificates" tab in lefthand menu

To select your Let us Encrypt certificate, click on Web sites along the left side from the DreamHost screen. Right after expanding the menus, click Secure Certificates .  

After this you should see a listing of your domain names accessible in DreamHost. Find the website name from which you want to send out emails through Let us Encrypt (and the domain with which you wish to use HTTPS). Click on the Add key to the right from the domain name listed.

You’ll then visit a list of certificates that you can choose. The Let’s Encrypt certification is free to make use of, so you can click on its Select This Certificate button to make use of Let’s Encrypt.

You should see a information that verifies that you now have the certification. This means that Let’s Encrypt will encrypt the connection across which the email message travels.  

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