How To Guide
How to Encrypt Business Communications
Encryption prevents eavesdropping and is a GDPR requirement for sensitive data.
Overview
Encryption in transit vs end-to-end encryption.
Step 1: Email
Protect email contents.
1
M365 Encryption
- Office Message Encryption included
- Encrypt-Only or Do Not Forward
- Auto-encrypt with transport rules
2
Advanced
- S/MIME for certificate-based
- PGP/GPG for open standard
Step 2: Messaging
Real-time communication.
1
Options
- Teams: Encrypted, E2E for calls
- Signal: E2E by default
- Avoid SMS for sensitive content
Step 3: Policy
Set standards.
1
Framework
- Define what must be encrypted
- Specify approved tools
- Train staff
3
File Sharing Encryption
- Use encrypted file sharing instead of email for large sensitive documents
- SharePoint and OneDrive encrypt at rest and in transit by default
- For extra-sensitive files, use Cryptomator or 7-Zip AES-256 before uploading
- Azure Information Protection encrypts documents and controls access
- Set documents to expire after a defined period for time-sensitive information
- Use password-protected sharing links with expiry dates
4
Verification and Training
- Teach staff to verify encryption indicators: Padlock icons, HTTPS, E2E labels
- Include encryption in your security awareness training programme
- Create a quick-reference guide: Which tool for each communication type
- Test encryption between departments to verify it works
- Conduct quarterly reviews of encrypted communication compliance
- Keep encryption tools updated to maintain security effectiveness
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