Email Encryption: Protecting Employee Information the Right Way
- Training
- May 29
- 2 min read
In our industry, handling sensitive documents is part of the job—but protecting that information is just as important. Whether you're sending an I-9 form, a Social Security number, or a photo of a driver’s license, it must be encrypted before it leaves your inbox.
Why Encryption Matters
Email encryption ensures that private information remains protected—even if it's accidentally sent to the wrong person. Without encryption, messages can be intercepted, read, or misused, putting both employees and the company at risk.
When to Encrypt an Email
Always use encryption when sending:
I-9 documents and ID photos
Social Security numbers
Bank or payroll information
Any personally identifiable information (PII)
Disciplinary or confidential HR documentation
Important: Never include the employee’s name or other personal identifiers in the subject line of an email containing sensitive information. Subject lines are not encrypted, even when the email body is.
How to Encrypt in Outlook
If you're using Microsoft Outlook or Outlook Online:
Create your email as usual.
Before sending, go to the Options tab.
Select Encrypt or Do Not Forward (this prevents the message from being copied, printed, or forwarded).
Send with confidence—your data is protected.
Encrypted emails can be opened by recipients using any email provider. They will be directed to verify their identity and view the secure message via Outlook Online.
Common Questions
Can attachments be encrypted? Yes. Attachments are protected when the email is encrypted.
What if the recipient isn’t using Outlook? No problem—they can access the encrypted message through a secure Microsoft portal with a one-time passcode.
How do I know it's encrypted? Look for the lock icon next to recipients or check that an encryption option is selected before sending.
Resource: Available at WHG University
To support secure communication practices, review in WHG University: Data Protection Basics – eLearning This short course is a helpful refresher for anyone handling employee or guest data.
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