How to Send Encrypted Email in Gmail?

Security and compliance teams need a clear, current way to send encrypted email in Gmail without slowing users down. This guide shows admins and employees how to send encrypted email in Gmail using the right method for the job, from default TLS to S/MIME and client-side encryption, plus practical rules that prevent mistakes before send. You will learn when to require encryption, how to verify status in compose, and how to automate redaction. If your goal is to send encrypted email in Gmail reliably, start here.

🎥What is Email Encryption?

Email encryption is the process of transforming the content of an e-mail into a coded format that can only be read by the intended recipient. This is crucial for protecting sensitive information, such as personal data, financial details, and confidential communications, from unauthorized access. 

Email encryption typically employs cryptographic techniques to ensure that even if an email is intercepted during transmission, its contents remain secure and unreadable to anyone without the appropriate decryption key.

Why Is Email Encryption Necessary?

Email encryption is crucial in today’s digital landscape for several reasons. First and foremost, it protects sensitive information from unauthorized access. In an era where cyber threats are increasingly sophisticated, encryption acts as a robust defense mechanism against data breaches and identity theft.

For businesses, email encryption is often a legal requirement, especially when handling customer data or confidential information. Industries such as healthcare and finance must comply with regulations like HIPAA and PCI DSS, which mandate the protection of sensitive data. Failure to encrypt emails containing such information can result in severe penalties and reputational damage.

Moreover, email encryption ensures the integrity of the message content. It prevents tampering and unauthorized modifications during transmission, guaranteeing that the recipient receives the exact message sent by the sender. This is particularly important for legal and financial communications where accuracy is paramount.

Lastly, encrypted emails provide authentication, allowing recipients to verify the sender’s identity. This feature is crucial in combating phishing attacks and other forms of email fraud, which have become increasingly prevalent in recent years.

By implementing email encryption, organizations can enhance their data security posture and demonstrate a commitment to protecting their clients’ and employees’ privacy.

Types of Email Encryption

There are two main types of email encryption protocols:

• S/MIME (Secure/Multipurpose Internet Mail Extensions): This protocol uses a centralized authority to manage encryption keys and certificates. S/MIME is widely supported by major email clients like Gmail and Outlook, making it a popular choice for both personal and business use. It allows for both encryption and digital signing of emails.
• PGP (Pretty Good Privacy): PGP operates on a decentralized trust model, where users generate their own key pairs (public and private keys). This method provides more flexibility and control over encryption but requires additional setup through third-party tools. PGP is often used for personal communications and is compatible with various email clients.

What is an email encryption solution, and why do you need one?

An email encryption solution is a software or service that automatically encrypts outgoing emails and decrypts incoming encrypted messages. These solutions typically use advanced encryption algorithms to scramble the content of emails, making them unreadable to anyone who doesn’t have the decryption key.

Organizations need email encryption solutions for several reasons:

1. Comprehensive Protection: While some email providers offer basic encryption, dedicated solutions provide end-to-end encryption, ensuring that emails remain protected throughout their entire journey.
2. Ease of Use: Advanced encryption solutions integrate seamlessly with existing email clients, making it easy for employees to send encrypted emails without disrupting their workflow.
3. Compliance: Many industries require the use of specific encryption standards. Email encryption solutions help organizations meet these regulatory requirements effortlessly.
4. Centralized Management: IT administrators can set and enforce encryption policies across the organization, ensuring consistent security practices.
5. Advanced Features: Many solutions offer additional security features like message expiration, recall capabilities, and detailed audit logs.

Strac Email Outbound Agentless DLP Office365 and Gmail

By implementing a robust email encryption solution, organizations can greatly reduce the risk of data breaches & ensure the confidentiality of their communications.

How to Open Encrypted Email

Opening an encrypted email typically involves a few steps, which may vary depending on the encryption method used:

1. S/MIME or PGP Encryption:
   
   • If you have the necessary decryption key installed on your device, the email should open automatically in your email client.
   • If not, you may need to install the appropriate certificate or key.
2. Password-Protected Encryption:
   
   • Click on the encrypted email attachment or link.
   • Enter the password provided by the sender (often sent through a separate, secure channel).
   • The decrypted message will then be displayed.
3. Web-Based Encryption Services:
   
   • Tap on the link in the email notification.
   • You may need to create an account or verify your identity.
   • Once authenticated, you can view the decrypted message in your browser.
4. Two-Factor Authentication:
   
   • Some systems require an additional verification step.
   • You might receive a code via SMS or need to use an authenticator app.
   • Enter this code to access the encrypted message.

It’s important to note that the process of opening encrypted emails can be simplified with the use of integrated encryption solutions that work seamlessly with popular email clients.

✨How Does Gmail Protect Your Emails?

Gmail employs several security measures to protect emails:

• TLS (Transport Layer Security): Gmail uses TLS to encrypt emails during transmission between servers. While this protects emails in transit, it does not secure them once they reach the recipient's inbox.
• S/MIME Support: For Google Workspace users, Gmail supports S/MIME, allowing users to send encrypted emails if both sender and recipient have S/MIME enabled.
• Confidential Mode: This feature allows senders to set expiration dates for emails, revoke access, and restrict forwarding or copying of messages. However, it does not provide true end-to-end encryption.

Third-Party Plugins: Users can enhance their email security with third-party tools like Flowcrypt or Mailvelope, which provide additional encryption options.

How do you Send an Encrypted Email in Gmail?

Gmail uses TLS to encrypt emails in transit. This leaves emails vulnerable to unauthorized access on reaching the destination server, especially if they linger in the recipient's inbox. You can encrypt emails using S/MIME, Confidential Mode, and other third-party plugins to protect sensitive information. Learn how to use these options to secure your email communications.

S/MIME: Encrypt and digitally sign emails for enhanced security

S/MIME, or Secure/Multipurpose Internet Mail Extensions, is a security protocol that encrypts emails using public key cryptography. When sending an S/MIME encrypted email, the sender encrypts it using the recipient's public key, ensuring only the recipient with the corresponding private key can decrypt it. 

You can also use S/MIME to digitally sign emails, verify your identity, and ensure the email has not been tampered with. To digitally sign an email, the sender uses their private key to create a digital signature and attach it to the email. When the recipient receives the email, they can use the sender's public key to verify the digital signature. This can help prevent phishing attacks and other forms of fraud.

Supported editions for S/MIME in Google Workspace: 

• Enterprise Plus
• Education Fundamentals
• Education Standard
• Teaching and Learning Upgrade
• Education Plus

How to turn on hosted S/MIME in the Google Admin console?

1. Log in to your Google Admin console
2. Click “Apps” > “Google Workspace” > “Gmail” > “User settings”
3. On the left, under Organizations, select the domain or organization you want to configure.
4. Scroll to the “S/MIME” setting and check the “Enable S/MIME encryption for sending and receiving emails” box.
5. Save your settings to activate S/MIME encryption.

Pros and cons of S/MIME encryption

​S/MIME offers robust security but has intricacies and dependencies that warrant careful consideration. Let's explore its pros and cons.

 Pros:

• S/MIME encrypts email content, ensuring robust protection against interception.
• Digital signatures verify sender authenticity, reducing phishing risks.
• Strict access control ensures that only intended recipients can decrypt emails.
• Clear lock icons indicate encryption levels, promoting transparency.
• S/MIME complies with security regulations, making it ideal for corporate use.

Cons:

• Implementation may require IT support due to its complexity.
• Both parties must support S/MIME to send and receive encrypted emails.
• S/MIME does not encrypt the subject line or metadata of emails.
• Server issues may expose encrypted emails.

Confidential mode: Prevent accidental sharing of sensitive information

Confidential mode in Gmail is a feature that restricts the forwarding, copying, printing, or downloading of emails and their attachments. Senders can set message expiration dates, revoke access at any time, and require an SMS verification code to allow message access.

This mode is available for personal Gmail and Google Workspace (formerly G Suite) accounts. 

Confidential mode doesn't prevent recipients from taking screenshots or utilizing malicious software to copy or download the email content.

How to turn on confidential mode?

For Google Workspace (paid) accounts - Organization level:

1. Sign in to an administrator account.
2. In the Admin console, navigate to "Menu" > "Apps" > "Google Workspace" > "Gmail" > "User settings."
3. In User settings, scroll down to "Confidential mode."
4. Check or uncheck the "Enable confidential mode" box.
5. Save your changes.

For Personal Gmail accounts

1. Open Gmail on your computer.
2. Click "Compose" to create a new email.
3. In the bottom right corner of the email composition window, click "Turn on confidential mode."
4. Set an expiration date and choose whether to include a passcode.

• If you opt for "No SMS passcode," Gmail app users can open the email directly, while non-Gmail users will receive an email containing the passcode.
• If you choose "SMS passcode," recipients will receive a passcode via text message. Ensure you enter the recipient's phone number, not your own.

         5. Click "Save."

Pros and cons of confidential mode

Confidential mode, while not an encryption method, adds an extra layer of security to your emails. Let’s look at its pros and cons:

Pros:

• It is convenient for regulated industries to send secure emails.
• Simplifies the process of sending secure emails to all Gmail users.

Cons:

• Recipients can still take screenshots or photos of confidential emails.
• Recipients can find ways to bypass the expiration date and passcode requirements.
• You can’t use confidential mode while scheduling emails.

Related: Learn what constitutes confidential data.

How to Send & Open Confidential Emails

To send confidential emails in Gmail:

1. Compose a new email as you normally would.
2. Enable Confidential Mode by clicking on the lock icon at the base of the compose window. Set expiration dates and access restrictions as needed.
3. Send the email. The recipient will receive a link or code (if SMS verification is enabled) to access the message.

To open a confidential email:

1. Check your inbox for the confidential email notification.
2. Follow the link supplied in the email or enter the verification code if required.
3. Read the message within the designated time frame before it expires.

✨How to Ensure you’re Sending an Encrypted Email?

Here's how you can verify email encryption:

1. Begin composing your email as usual.
2. Add the recipient to the "To" field.
3. Notice a small lock icon to the right of the recipient's name; it shows the level of encryption that your message's recipients support. If there are multiple users with various encryption levels, the icon will show the lowest encryption status. 
4. Click the lock to adjust your S/MIME settings or gain insights into your recipient's encryption level.

How to Verify the Encryption of Received Emails?

Follow the steps below to check whether you’ve received an encrypted email:

1. Open the received email.
2. Select "View details" on Android and then "View security details." On iPhone, tap "View details."
3. You'll now see colored icons indicating the encryption level. 

• Green (S/MIME enhanced encryption): The highest level of encryption, only the recipient with the private key can decrypt.
• Gray (TLS or standard encryption): Used when an email service doesn't support S/MIME.
• Red (No encryption icon): The email is unencrypted.

Security Best Practices With or Without Email Encryption

Regardless of whether you use email encryption, implementing security best practices is essential:

• Use Strong Passwords: Create complex passwords that combine letters, numbers, and symbols to enhance account security.
• Enable Two-Factor Authentication (2FA): This adds an additional layer of security by requiring a second form of identification when logging in.
• Be Cautious with Links and Attachments: Refrain from clicking on fishy links or opening attachments from unknown sources to prevent malware infections.
• Scan Attachments: Use antivirus software to scan all attachments before opening them, even if they are from trusted sources.
• Avoid Public Wi-Fi for Sensitive Communications: Public networks can be insecure; use a VPN or avoid accessing sensitive accounts on these networks altogether.

By following these guidelines and utilizing available encryption methods, you can significantly enhance your email security and protect your sensitive information from potential threats.

Why Use Strac for Email Encryption?

Strac’s Data Protection tools provide comprehensive control over email security, enabling you to:

✅ Automatically encrypt emails without leaving your email app.
✅ Intercept, block, or quarantine emails containing sensitive data in the body, subject, or attachments.
✅ Scan email attachments to detect and flag sensitive data before they’re sent.
✅ Remove sensitive attachments to prevent unauthorized sharing, even if the email itself is secure.
✅ Encrypt attachments to ensure they remain protected.
✅ Revoke email access at any time to maintain security.
✅ Block email forwarding to prevent unintended data exposure.
✅ Keep confidential emails private with seamless security controls.

With Strac, you can proactively protect sensitive email communication while ensuring compliance with HIPAA, PCI, SOC 2, and more. 🚀

✨Alternative Options to Secure Gmail Emails

Besides Gmail’s native security features, third-party plugins can enhance your email security further. 

Option 1: Strac

Strac does encryption and also offer other remediation actions like Blocking, Quarantining, Redaction and Encryption. Check out all the features above

Option 2: Flowcrypt

Flowcrypt is a desktop extension available for Firefox and Chrome. It seamlessly integrates with Gmail and introduces a "Secure Compose" button to your interface. Flowcrypt secures your messages using industry-standard Pretty Good Privacy (PGP) encryption. Here's how to use Flowcrypt:

• Install the Flowcrypt extension for your preferred browser.

• Click the "Secure Compose" button.

• Enter a message password in the input field at the bottom of the “Secure Compose” window.

• Click “Encrypt and Send” to send your email.

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Option 3: SendSafely

SendSafely is an end-to-end encryption platform that ensures only you and your intended recipients can access shared information. It eliminates the need for pre-shared encryption keys or passwords. Here are the steps to send encrypted emails using SendSafely:

• Install SendSafely Extension from the Chrome Web Store.

• Authenticate and obtain the API Key and API User ID.
• Enable "Google Mail Integration" in SendSafely settings.
• Encrypt Attachments - Use the SendSafely icon in Gmail to encrypt attachments.
• Encrypt Entire Message - Choose this for complete email encryption.

Option 4: Mailvelope

Mailvelope is a Chrome extension offering PGP encryption for Gmail. It provides robust end-to-end encryption. However, it may require some technical knowledge to set up. 

Here's how to use Mailvelope:

1. Install Mailvelope Extension from the Chrome Web Store.
2. Open the Mailvelope editor by clicking the Mailvelope icon next to the compose button.
3. Enter the recipient's email address in the Mailvelope Editor.
4. Mailvelope will attempt to find the recipient's key. Green indicates success, red means no key found.
5. Compose your email, add attachments, and click "Submit" to send securely.

Related: How to share sensitive documents with end-to-end encryption?

What secure sharing tools can you use to encrypt your email in Gmail?

While Gmail provides basic encryption for emails in transit, users often require additional security measures. Here are some secure sharing tools that can be used to encrypt emails in Gmail:

1. Virtru: This plugin integrates directly with Gmail, offering end-to-end encryption, access controls, and the ability to revoke sent messages.
2. Mailvelope: An open-source browser extension that brings OpenPGP encryption to webmail services like Gmail.
3. FlowCrypt: Another browser extension that adds a “Secure Compose” button to Gmail, allowing users to send PGP-encrypted emails easily.
4. ProtonMail: While not a direct Gmail tool, users can create a ProtonMail account and forward their Gmail messages to this end-to-end encrypted service.
5. Sendinc: This service integrates with Gmail to provide easy-to-use email encryption without requiring recipients to create an account.

When choosing a secure sharing tool, it’s essential to consider factors such as ease of use, compatibility with recipients’ systems, and the level of encryption provided. Organizations should also ensure that their chosen solution complies with relevant data protection regulations and integrates well with their existing data discovery and classification processes.

For businesses using AI-powered tools like ChatGPT, it’s crucial to implement DLP solutions that can protect sensitive information across various communication channels, including encrypted emails.

✨Introducing Strac: Real-time Gmail Data Loss Prevention (DLP)

Strac’s Gmail DLP solution uses advanced algorithms to promptly detect and redact sensitive content in emails, protecting you from accidental data exposure. 

When sending an email with sensitive content (in the body or attachment), you can choose from a variety of data protection measures, including:

• Redact sensitive content
• Encrypt the email
• Receive an alert when sensitive content is detected
• Block the email from being sent
• Quarantine the email for review
• Log the email
• Forward the email to a specific tag

Bottom line

If you need to send encrypted email in gmail consistently and pass audits, use a simple model: CSE for external recipients, S/MIME for trusted partners, TLS for routine mail, and treat Confidential Mode as access control, not encryption. Build rules that nudge or require users to send encrypted email in gmail when sensitive data appears, and pair that with Strac Gmail DLP to detect and redact PII, PHI, PCI, secrets, and source code before anyone clicks Send. Outcome: fewer incidents, cleaner audits, and a repeatable way to send encrypted email in gmail without slowing work.

🌶️Spicy FAQs on Sending Encrypted Email in Gmail

1) What is the fastest way to send encrypted email in gmail to external recipients?
Use client-side encryption (CSE). In compose, tap the lock/shield icon and choose additional encryption, then send. It keeps message body and attachments encrypted, and non-Gmail recipients can view through a secure flow. Add a short policy so users know when to toggle it.

2) Does Confidential Mode actually encrypt my message?
No. Confidential Mode limits forwarding, copy, print, and download, and can add passcodes, but it does not provide end-to-end encryption. For regulated content, send encrypted email in gmail with CSE or S/MIME.

3) How can I force employees to send encrypted email in gmail when sensitive data is detected?
Combine two controls:

• Admin rules that require CSE or S/MIME for specified partners or subjects.
• Strac Gmail DLP to detect card numbers, IDs, health data, secrets, and code in the body and attachments, then auto-redact, block, quarantine, or alert before send.

4) S/MIME vs CSE: which should I choose to send encrypted email in gmail?

• CSE: easiest for broad external coverage and mixed ecosystems.
• S/MIME: great for certificate-managed partners who already exchange keys and want signing plus encryption.
  Most orgs run both and route by data type or partner domain.

5) How do I know my Gmail message is encrypted before I hit Send?

• CSE: the compose window indicates additional encryption is on.
• S/MIME: look for the green lock next to recipients.
• TLS: transit encryption is automatic, but not end-to-end. Train users to verify the lock state each time they send encrypted email in gmail.

6) Can I send encrypted attachments in gmail, or only the message body?
Both. With CSE or S/MIME, attachments are encrypted along with the message. For high-risk files, pair with Strac to auto-redact sensitive fields inside PDFs, images, and spreadsheets before encryption.

7) What should my Gmail encryption policy include to improve compliance?

• When to send encrypted email in gmail with CSE vs S/MIME.
• Required encryption for partner domains and data classes.
• DLP actions on detection: redact, block, quarantine, notify.
• Verification steps for users in compose.
• Logging and evidence collection for audits.

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