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Encrypt Email using ShareFile in Outlook Online

October 16, 2025

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You can now encrypt emails using ShareFile in Outlook. This feature allows the encrypted email to be shared as a protected link with the recipient. To open the encrypted email, the recipient must sign in to the portal to access the message.

To encrypt the email in Outlook using ShareFile, perform the following steps:

Navigate to your Outlook account.
Select the New mail to open up a new message window.
Select the ShareFile icon in the Outlook ribbon bar.
Select Encrypt Email option from the drop-down menu.
In the right pane window, you need to sign in to your ShareFile account as shown below.
Upon successful login, the encrypt email window pane is displayed with the Encrypt Email button.

Note:

If you click on the Encrypt Email button without composing an email, you will receive an alert message stating there is no email content to encrypt.
Once you have composed the mail, next click on the Encrypt Email button.
Upon successful completion, your mail is encrypted as shown below:
From the ShareFile pane on the right, you can select the Preview message button to preview the encrypted message and attachments. The preview window opens and the original message and any attached files are displayed.
In case you wish to make further edits, you can click on the Decrypt and edit button. This will remove the encrypted email and revert back to editing mode. After making edits, you can encrypt the email again by clicking on the Encrypt Email button.
Once the mail is ready and the encryption is complete, you can now send the encrypted email to the recipient. However, if you edit the mail after the encryption is done (For example you forgot to attach the file and add it after the mail is encrypted), then you will receive an alert message stating that you have made additions that are not encrypted. In this case you can choose to edit the mail again by clicking on the Don’t Send button and going back and encrypting the mail again. Or you can choose to send the mail without encryption by clicking on the Send anyway button. However any addition you have made will not be encrypted and the mail will be sent.

Note on Encrypted Emails and Retention Policies:

When sending files via encrypted email, the retention period applied to those files is governed by the retention policy set at the account level. This means that even if the email appears accessible, the files will be automatically deleted once the retention period expires. After that point, recipients may still see the message or link, but the associated file will no longer be available.

ShareFile now enables recipients to authenticate before they can access content on Outlook. For new users who do not have a ShareFile account, an activation link will be provided where they have to create a new ShareFile account in order to access sensitive content.

To configure email recipients for sign in, go to the ShareFile settings menu from the New Email window as shown below:
From the ShareFile settings menu, go to the Encryption settings menu. From the Access options window that opens, go to the Who can access this link section and change the dropdown option to Email recipients (sign-in required) as shown below:
To send encrypted emails to email recipients, follow the Steps 1-5 in the above section and log in to ShareFile.
Once you have signed in to ShareFile, the Encrypt Email menu will open. If no body text is drafted in the email and no email recipients are added to the email, the Encrypt Email button is disabled by default as shown below:
Insert the email body and add the recipients; then the Encrypt Email button is enabled. Click on the Encrypt Email button. The mail will be encrypted and will require all new users to sign-in to access the mail. If any of the email recipients do not have a ShareFile account, then an activation link for creating an account has to be sent to the new users and the Adding new users window opens as shown below.
Click on the Confirm button and the encryption process will begin. Once complete, the encrypted email is displayed.
You can also use the Preview message button to preview the encrypted email body or use the Decrypt and edit button to go back and edit the body of the mail. This is similar to the Steps 9 and 10 of the previous section above.
You can also add email recipients once the mail has been encrypted. Simply add a new email recipient and click on the Sync users button in the ShareFile pane as shown below:

The official version of this content is in English. Some of the Cloud Software Group documentation content is machine translated for your convenience only. Cloud Software Group has no control over machine-translated content, which may contain errors, inaccuracies or unsuitable language. No warranty of any kind, either expressed or implied, is made as to the accuracy, reliability, suitability, or correctness of any translations made from the English original into any other language, or that your Cloud Software Group product or service conforms to any machine translated content, and any warranty provided under the applicable end user license agreement or terms of service, or any other agreement with Cloud Software Group, that the product or service conforms with any documentation shall not apply to the extent that such documentation has been machine translated. Cloud Software Group will not be held responsible for any damage or issues that may arise from using machine-translated content.

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Encrypt Email using ShareFile in Outlook Online

October 16, 2025

Contributed by:

P P

October 16, 2025

Contributed by:

P P

Encrypt Email using ShareFile in Outlook Online

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