Secure Mail is a powerful feature available to Sendent for Outlook Plus/Premium users. It allows you to upload both email attachments and body content to your Nextcloud server, ensuring the security of your data and messages on your private infrastructure.
Let’s explore the basics of Secure Mail and how you can leverage this feature to enhance your email security.
When to use Secure Mail
Secure Mail is invaluable in various scenarios:
- Sensitive communications: When sending confidential business plans, financial data, or personal information.
- Compliance requirements: For industries with strict data protection regulations like healthcare (HIPAA) or finance.
- Intellectual property protection: When sharing proprietary designs, research findings, or trade secrets.
Who benefits from Secure Mail
Secure Mail caters to a wide range of users:
- Businesses handling sensitive client information
- Legal professionals exchanging confidential case details
- Healthcare providers sharing patient data
- Financial advisors communicating investment strategies
- Researchers collaborating on unpublished work
- Individuals prioritizing privacy in their personal communications
By leveraging Secure Mail, these users can ensure their email content remains protected and under their control, reducing the risk of data breaches or unauthorized access.
How to use Secure Mail
You can activate Secure Mail through server settings or the Outlook add-in. Once activated, you’ll see a new ribbon when composing a message in Outlook.
When Secure Mail is off, Sendent won’t upload your email body to your Nextcloud server.
To use Secure Mail:
- Open your web browser and navigate to your Outlook account.
- Click on the New Email button to start composing your new email.
- Enter the email recipient and select the attachments you want to send alongside the email.
- Click the Send button to begin the process.
When the Secure email is turned on the functionality will be triggered when you click “Send”. This means the upload dialog will start automatically to upload your email body (including possible attachments). After the upload, your email will be directly sent.
Recipients can view the mail body through the Nextcloud share.
Read more: How to Use Secure Mail (Cross-Platform)
Enforcing Secure Mail
For organizations that require consistent use of Secure Mail, you can enforce its use through the Sendent web interface or app settings. This ensures that all emails are uploaded to your Nextcloud Server before sending, maintaining a high level of security across all communications.
Enhanced security with Guest Accounts
For an extra layer of security, you can combine Secure Mail with Sendent’s Guest Accounts feature. This powerful combination ensures that:
- Only authorized users with a Guest Account can access the secure email content.
- You have the option to require two-factor authentication (2FA) for Guest Account logins, further enhancing security.
This approach is particularly useful for highly sensitive communications or when regulatory compliance demands stringent access controls.
