Need to send a sensitive email that shouldn’t stick around or be shared? Here’s our tips for Sending Secure Emails!
Read time: 2 minutes (plus 5 mins for our Beginners’ Guide to Sending Secure Emails in Microsoft 365)
In Gmail it’s possible to use Confidential Mode which lets your message self-destruct after a set time, blocks forwarding, copying, downloading and printing, and adds optional passcode protection. Sounds like a great idea, but is it really?
For those who want to know, here’s how to use Confidential Mode in Gmail:
– In Gmail, click Compose.
– Tap the lock with a clock icon at the bottom of the compose window.
– Choose an expiry date (from 1 day up to 5 years).
– Select SMS passcode if you want to add verification.
– Click Save, then write and send your email.
Do we recommend using Gmail Confidential Mode to send sensitive info?
Probably not! We certainly wouldn’t recommend using it for sending any of these in the main body of the email:-
- login credentials
- personal data
- financial data
- confidential Business Plans, Contracts or Intellectual Property
Sending sensitive or confidential attachments without ensuring they can only be opened and read by the intended recipient is also a bad idea! Using SMS for verification is considered risky, but perhaps it’s better than nothing
Even if you set an expiry date & time the recipient could still screenshot the content and save it to refer to after the expiry time. They could share the screenshot with someone you didn’t intend to see it. All in all Gmail Confidential Mode fails to provide the security businesses need to send sensitive or confidential info safely and securely.
What’s a safer alternative to Gmail Confidential Mode for Sending Secure Emails?
You need the people in your organisation to be able to send sensitive information safely. You also need to ensure your organisation doesn’t accidentally leak personal data, sensitive data or confidential information. Having the right security measures and staff training in place is key.
Microsoft 365 has a a wide-range of security features, so it’s definitely a platform we recommend to businesses needing to send or share sensitive information internally or externally.
Here’s our Beginners’ Guide to Sending Sensitive Information via Microsoft 365. It includes a handy checklist to refer to before you send anything sensitive.
Some security features available in Microsoft 365 are only included with Microsoft 365 Business Premium and some of the Enterprise plans, or as add-ons, so it’s worth talking to us about the options available on your current licence before you find you need to send such information.
There’s a wealth of info available about Cyber Security for small businesses on the National Cyber Security Centre’s site. Great, but do you really have time to plough through it yourself? No! Of course you don’t!
Just give us a call on 01535 358161 and we’ll help you get your plan in place for sending secure emails before you need it!
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