How to Send Encrypted Email on Gmail? A Step-by-Step Guide for Secure Communication

Over 300 billion emails are sent daily, and many contain sensitive information. Cybersecurity experts warn that email hacking and phishing attacks are rising, costing companies millions of dollars annually. To protect private information, encrypting emails is no longer optional—it’s a necessity. Have you wondered how to send encrypted email on Gmail?

This guide is here to help. Let’s walk you through every step so you can protect your messages. You will also learn how encryption works, best practices for email security, and tools that can protect your data.

What is Email Encryption?

One way to prevent anyone other than the intended receiver from reading your emails is to encrypt them. It works by turning your email text into a scrambled code. It can only be unlocked and read by the one who has the right key. Similar to the one described below:

Encryption ensures that sensitive information stays safe. This is especially important for emails with personal or financial information. Without encryption, hackers or others could steal and misuse it. Encrypting your emails helps protect your data and prevents unauthorized access.

Why is Email Security Important?

Email is one of the easiest targets for hackers. It often carries sensitive information like passwords, financial data, and private messages. Without encryption, these details can be intercepted and misused by unauthorized individuals.

Hackers often use tricks like phishing to steal sensitive information. This can lead to problems like financial loss, identity theft, or company data breaches. Encrypting your emails helps protect your information. It makes sure only the person you send it to can read it. This simple step reduces the risk of cyberattacks and keeps your data safe.

Shocking Statistics:

• Over 92% of malware is delivered via email. (Source: GetAstra)
• Email phishing attacks increased by 61% in the past year alone. (Source: CNBC)

Types of Email Encryption

Email encryption ensures that your messages stay private and secure. Here are the main types of encryption used to protect emails:

Transport Layer Security (TLS)

TLS secures emails while they travel between servers. It encrypts the connection to prevent interception by hackers. However, it does not provide end-to-end encryption, meaning the email’s content can still be accessed by the email provider or on the recipient’s device.

S/MIME (Secure/Multipurpose Internet Mail Extensions)

S/MIME is a widely used encryption protocol built into many email services, including Gmail. It uses digital certificates to encrypt and digitally sign emails. Both the sender and the recipient must have compatible certificates for S/MIME to work effectively.

PGP/MIME (Pretty Good Privacy)

PGP encryption relies on public and private keys. It provides robust security, as only the recipient with the correct private key can decrypt the message. PGP/MIME is highly customizable but can be more complex to set up compared to other encryption methods.

End-to-End Encryption

This method makes sure only the sender and recipient can read the email. Even the email provider can’t see the message. End-to-end encryption is great for keeping sensitive information safe. 

Methods to Send Encrypted Emails on Gmail

Gmail provides several ways to secure your emails. Some methods are already built into Gmail, while others require the use of external tools. Each option offers unique benefits depending on your security needs. Let’s go into detail about these methods:

1. Using Gmail’s Confidential Mode

Gmail’s Confidential Mode adds security to your emails. It stops recipients from forwarding, copying, downloading, or printing your email. You can also set an expiration date, so the email becomes unreadable after a certain time.

For extra security, you can use SMS passcodes. The recipient needs a code sent to their phone to open the email. This ensures only the right person can read it, even if someone else gets the email.

Confidential Mode is great for sharing sensitive information that isn’t highly classified. It’s a simple and effective option that doesn’t need extra software.

2. Third-Party Tools for Advanced Encryption

For stronger security, some tools add end-to-end encryption to Gmail. These tools work with Gmail to protect your emails. Unlike Confidential Mode, they fully encrypt your emails so only the recipient can read them. Even Google can’t access the content.

To use these tools, you may need to install a browser extension or app. The extra security is worth it. They are especially helpful for businesses or anyone handling very private information.

3. Using a VPN for Added Security

A Virtual Private Network (VPN) protects your entire internet connection by encrypting all the data sent and received. While this is not a direct method of encrypting emails, a VPN adds a critical layer of protection by safeguarding your connection from hackers, especially when you’re using public Wi-Fi or unsecured networks.

When you use a VPN, it prevents anyone from intercepting your data as it travels across the internet. This is particularly important when sending sensitive information through email. A VPN is an excellent complement to email encryption tools because it secures your internet activity as a whole.

Using a VPN with other encryption tools keeps your emails and online activities private and secure. Whether you’re working from home or using Gmail on the go, a VPN helps protect you from cyberattacks.

How to Send Encrypted Email on Gmail? – Step-by-Step Guide to Send An Encrypted Email on Gmail

Here’s how to send encrypted email on Gmail step by step:

How to Send a Password-Protected Email in Gmail?

Gmail makes it easy to send password-protected emails by using its Confidential Mode. Follow these steps:

1. Open Gmail on your web browser or mobile and click on the “Compose” button to draft a new email.

2. Locate and click the “Confidential Mode” lock icon at the bottom of the email window.

3. In the pop-up window, select your desired settings. You can set an expiration date to control how long the email will be accessible.

4. Turn on the “SMS Passcode” option to add a layer of security. The recipient will need to enter a passcode sent to their phone to view the email.

5. Once you’ve finalized the settings, click “Save.” Compose your email as usual and click “Send” to deliver it securely.

How to Revoke Access to an Email Early?

If you need to cancel access to an email after sending it, Gmail allows you to do this easily:

1. Open the email you sent in your Gmail account.

2. At the bottom of the email, locate and click on “Remove Access.”

3. Once done, the recipient will no longer be able to view the email.

This feature is especially helpful when you accidentally send sensitive information or need to revoke access before the expiration date.

How to Enable S/MIME Encryption in Gmail?

S/MIME encryption gives extra security for Gmail, especially for business accounts.

To turn it on:

1. Make sure your admin has allowed S/MIME for your account. Without their approval, you can’t use it.
2. Open Gmail and go to “Settings.”
3. Click the “Accounts” tab.
4. Find the S/MIME option and turn it on. You will need to upload your encryption certificate to complete the setup.
5. Once S/MIME is active, Gmail will automatically encrypt emails between users with compatible certificates.

How to Ensure If a Gmail Message Is Encrypted?

Gmail provides visual indicators to let you know the encryption status of an email:

1. Open the email in Gmail.
2. Look at the padlock icon near the recipient’s name:
   • Green Padlock: The email is encrypted with a strong protocol (TLS).
   • Yellow Padlock: Moderate encryption is in place, which means some parts of the message might not be fully secure.
   • Red Padlock: No encryption is present, and the email is vulnerable to interception.

What Email Providers Require Third-Party Encryption Tools?

Some email providers do not have built-in support for end-to-end encryption. While Gmail offers some encryption features, others, like Yahoo Mail and Outlook, lack advanced options for encrypting emails fully. Third-party tools are important for secure communication. Some email providers, like Yahoo Mail, only protect data while it’s being sent. Once it reaches the server, others can still access it.

Outlook is good for business but doesn’t have end-to-end encryption for regular users. Third-party encryption tools offer stronger security. They encrypt the email so only the recipient with the right key can read it. These tools are great for businesses, professionals, and anyone handling private information.

Popular tools include:

• FlowCrypt: Works with Gmail to add PGP encryption. It’s easy to use and great for personal use or small businesses.
• Virtru: Simple to use with advanced features, it offers end-to-end encryption and helps meet regulations like GDPR and HIPAA.
• ProtonMail Bridge: Designed for ProtonMail users, it encrypts emails in desktop clients, keeping them secure outside ProtonMail.

These tools protect your emails during transmission and ensure only the intended recipient can read them. They’re a great choice for anyone who values privacy and security.

Secure Practices for Email Encryption

Encrypting your emails is important, but secure practices are just as crucial. These steps add extra protection and lower the risk of cyber threats or unauthorized access.

• Use Strong Passwords: Your password is your first defense. Make it strong by using a mix of uppercase and lowercase letters, numbers, and symbols. Avoid using obvious information like birthdays or simple words. A password manager can help create and store secure passwords.
  
• Enable Two-Factor Authentication (2FA): Two-factor authentication adds another layer of security. Even if someone steals your password, they need a second step, like a code sent to your phone or generated by an app, to access your account.
  
• Avoid Public Wi-Fi: Public Wi-Fi networks are often unsecured, making it easier for hackers to intercept your data. If you must use public Wi-Fi, always connect through a reliable VPN. A VPN encrypts your internet connection, protecting your sensitive information from being exposed.
  
• Update Regularly: Outdated software and devices are more vulnerable to attacks. Keep your email apps, operating system, and security tools updated to ensure they have the latest patches and protections. Enable automatic updates wherever possible to minimize risks.
  
• Monitor Suspicious Activity: Regularly check your email account for unusual activities, such as logins from unfamiliar devices or locations. Many email providers, including Gmail, allow you to review account activity and set alerts for unauthorized access attempts.
  
• Educate Yourself About Phishing: Phishing emails are a common tactic used by hackers to steal sensitive information. Learn how to identify phishing attempts, such as suspicious links, urgent requests, or emails from unverified sources. Avoid clicking on links or downloading attachments unless you trust the sender.
  
• Encrypt Sensitive Attachments: If you are sending sensitive documents, consider encrypting the files themselves before attaching them to your email. Tools like WinRAR or 7-Zip allow you to password-protect files for added security.
  
• Limit Email Sharing of Sensitive Data: Where possible, avoid sending sensitive information over email. Use secure file-sharing platforms or encrypted messaging services for transmitting highly confidential data.

PureVPN Can Be Your Encryption Partner

While encryption protects your emails, hackers can still intercept data over insecure connections. That’s where a VPN like PureVPN comes in. It encrypts your internet traffic, safeguarding your data from cyber threats.

PureVPN also uses AI-driven cybersecurity tools to detect and block threats in real time. Whether you’re working from home or managing remote teams, PureVPN ensures your communication is secure.

Why PureVPN?

• Military-grade encryption
• Supports secure RDP and remote access
• Reliable and fast connections

Partner with PureVPN Reseller to protect your business and clients today!

Conclusion

By encrypting your emails and adopting secure practices, you can safeguard sensitive information and maintain privacy in your communications. While tools like Gmail’s Confidential Mode and third-party encryption services are helpful, combining them with a trusted VPN like PureVPN offers unparalleled protection.

By partnering with PureVPN Reseller, you enhance email security and add a robust layer of defense to all internet communications. Start securing your communication today and offer your clients the best online privacy with PureVPN Reseller.