How To Send Documents Securely via Email: Easy Methods

Email is one of the most convenient ways to share documents, but it’s also one of the most vulnerable. Cyber threats, phishing scams, and data breaches can put your sensitive information at risk if you’re not careful. 

When sending business contracts, financial records, or personal documents, it’s crucial to implement the right security measures.

But don’t worry! You can keep your files safe without making it complicated. This guide walks you through practical, easy-to-follow methods. With encryption, password protection, and secure file-sharing tools, you can send documents with confidence.

With the right approach, you can protect your data without sacrificing convenience. By understanding the risks and using the right tools, you’ll be able to keep your emails secure. This will help prevent unauthorized access and ensure that your information stays in the right hands.

Understanding Email Security Risks

In today’s digital world, email security is crucial as cyber threats continue to rise. Hackers can intercept, alter, or steal unsecured emails, leading to data breaches, financial losses, and compliance violations.

Many industries still rely on outdated methods. In healthcare, 75% of communications still use fax machines, highlighting the need for safer email practices. Meanwhile, cybercriminals exploit email vulnerabilities — ransomware attacks cost businesses $20 billion in 2021. To prevent breaches, organizations must use encryption, password protection, and secure file-sharing platforms.

Beyond security, protected document transfers offer key benefits. Encryption prevents tampering, while electronic signatures legally recognized worldwide provide a secure alternative to ink signatures. Secure email practices also help businesses comply with privacy laws like GDPR, reducing legal risks.

Even encrypted file-sharing services like Box and Dropbox have faced security breaches. This proves that multi-layered security measures, such as multi-factor authentication and end-to-end encryption, are essential for safeguarding sensitive documents.

Steps To Send Documents Securely via Email

Sending sensitive documents via email requires extra security to protect against data breaches. These steps will help you ensure your files remain safe, from encryption to verifying recipient identities.

1. Choose the Right Email Services for Security

Choosing the right encrypted email services is key today. Data breaches are common, and secure email providers protect against cyber threats. Did you know that scammers steal about 7 million private records every day when people don’t encrypt them? This shows how vital HTTPS email services are.

Top Secure Email Providers

Many secure email providers are available. ProtonMail offers a free version with some limits and includes ProtonVPN with its paid plan. StartMail costs $59.95 a year for its encryption. The Department of Defense certifies PreVeil, rated 4.5, for its encryption.

These providers offer different security levels and features. Learn more about secure email providers to make a good choice.

Features To Look For in Secure Email Services

When picking secure email providers, some features are essential. End-to-end encryption is a must for keeping messages private. Two-factor authentication, like Private-Mail offers, adds more security.

Services like Virtru for Google Gmail let you set message expiration dates. Look for strong spam and phishing protection. Also, consider providers that help with setup and migration. For securely sharing large files, check out secure file sharing methods that match your email service.

2. Encrypt Email Attachments

Encrypting email attachments is essential for protecting sensitive information during transmission. It ensures that only the intended recipient can access your files, reducing the risk of interception by cybercriminals. Below, we cover how email encryption works and the best methods to use.

Email encryption scrambles messages and attachments, making them unreadable to unauthorized users. Many email providers, including Gmail and Outlook, offer built-in encryption to enhance security. However, additional encryption measures may be necessary for highly sensitive files.

Types of Encryption for Email Attachments

• S/MIME (Secure/Multipurpose Internet Mail Extensions): Uses digital certificates for encryption and signing. Both the sender and recipient must have compatible email clients that support S/MIME (e.g., Outlook, Apple Mail, and Google Workspace).
• TLS (Transport Layer Security): Encrypts emails in transit between servers but does not protect individual attachments. Many platforms widely support it, but it offers less security than end-to-end encryption.
• Microsoft Outlook Encryption: Includes options like S/MIME and Microsoft Purview Message Encryption, which allows access control, expiration dates, and revoking email access.
• Gmail’s Confidential Mode: Lets users set expiration dates and passcodes for emails and attachments. Google Workspace users can enable S/MIME for enhanced security.
• Third-Party Encryption Tools: Services like ProtonMail, Virtru, and PGP (Pretty Good Privacy) provide advanced encryption for sensitive attachments.

3. Utilize Secure File Sharing Services

Secure file sharing is essential in today’s digital world as cyber threats grow. Nearly half of American adults have faced data breaches, highlighting the need for strong cloud storage security.

Many platforms offer encrypted file sharing. Google Workspace (3 billion users) and Microsoft OneDrive (345 million users) both use AES-256 encryption. Other top options include Dropbox Business, Box, and WeTransfer.

To enhance security, enable two-factor authentication, set appropriate permissions, and avoid sharing from public folders. Use password-protected links for sensitive files, zip a file before sharing to improve security and efficiency, and set expiry dates on links. Monitoring file activity is crucial, especially for regulated data. These steps ensure safer digital communications.

4. Verify Recipient Identity

Email recipient verification is essential for preventing spoofing and ensuring sensitive information reaches the right person. With over 90% of cyberattacks originating from email, verifying recipient identities is a critical security measure.

A 2020 IBM report found that 52% of data breaches resulted from malicious attacks. These breaches were often due to misdirected or unauthorized access to sensitive information. By implementing recipient verification, organizations can reduce these risks and enhance data security.

Several methods help confirm recipient identity:

• Digital Signatures – Provide a secure way to verify both senders and recipients, ensuring authenticity.
• Secure Email Gateways – Authenticate sender and recipient domains to prevent spoofing and unauthorized access.
• Built-in Verification Tools – Some email services, like Office 365’s OME feature, require recipients to log in or create a Microsoft account before accessing emails.
• One-Time, Time-Limited Verification Codes – Introduced in 2017, these codes allow external recipients to view secure messages without creating an account.
• IT-Admin Verification Settings – Administrators can control how often recipients must verify their email, implementing security measures similar to those used in banking.

By integrating these verification methods, organizations can significantly improve email security, reduce breaches, and maintain the confidentiality of sensitive information.

5. Send Documents in Batches

Batch sending simplifies document management for businesses, making it faster and more organized. It also boosts security, reducing the risk of interception and keeping files protected.

One major benefit of batch sending is efficiency — you can send up to 250 GB at once and store files securely for up to 365 days. Some tools, like TransferNow, allow transfers of up to 500 GB, keeping files safe for a year. These solutions streamline secure document sharing and organization.

Proper organization is key to effective batch sending. Use clear, simple file names and categorize documents by recipient or project. Before sending, encrypt or password-protect files for added security.

With 39% of business cloud data used for file sharing, optimizing batch sending ensures efficient and secure communication. This helps businesses manage their data more effectively.

6. Implement Two-Factor Authentication

Securing email access is essential in today’s digital world. Two-factor authentication (2FA) adds an extra layer of protection, reducing the risk of unauthorized access.

2FA requires a second form of verification beyond your password. This could be a code sent to your phone, an app-generated code, or a physical security key. This multi-factor authentication method significantly enhances account security.

Setting up 2FA is simple. Go to your email account settings, navigate to the security or privacy section, and enable 2FA. Most major email providers, including Gmail, ProtonMail, and Outlook, support Time-based One-Time Passwords (TOTP) for authentication. Secure file-sharing platforms also use similar methods to protect data when you share video files or other sensitive documents.

There are several authentication options. SMS and email codes are common, but authenticator apps like Google Authenticator or Authy offer greater security. For the highest level of protection, some providers support physical security keys.

Enabling 2FA is a quick yet effective step to safeguard your email access and enhance overall cybersecurity.

7. Understand Email Headers and Footers

Email headers play a crucial role in security. They contain details about the sender, recipient, and routing path, along with authentication protocols like SPF and DKIM to help prevent phishing attacks.

Secure email footers are equally important, especially in professional communication. They often include confidentiality statements, legal disclaimers, and contact information. However, you should never include sensitive data in footers.

Properly formatted headers and footers enhance email security, credibility, and deliverability. By using them effectively, you reduce security risks and ensure your emails reach their intended recipients.

8. Recognize Phishing Attempts

Phishing attacks are increasingly common, making it essential to stay alert. These scams disguise themselves as legitimate emails to steal personal information, using ever-evolving tactics to appear convincing.

A common phishing tactic is creating a sense of urgency. For example, scammers might pose as banks and warn that they will delete your account if you don’t take immediate action.

To spot phishing emails, watch for these red flags:

• Urgent demands – Requests that pressure you to act quickly.
• Poor grammar and spelling – Many phishing emails contain obvious mistakes.
• Unusual greetings – Generic or incorrect salutations can indicate a scam.
• Suspicious email addresses – The sender’s email may look similar to a real company but contain slight variations.
• Requests for sensitive information – Legitimate organizations will never ask for login credentials via email.
• Unexpected attachments or links – Be cautious of files or links that seem out of place.

Stay informed about phishing trends to strengthen your defenses. If you receive a suspicious email, avoid clicking links or opening attachments. Instead, report it to your IT team or organizations like the Anti-Phishing Working Group. Following good email security practices helps keep your data safe.

Best Practices for Secure Document Preparation

Keeping your documents safe is essential in today’s digital world, where over 90% of cyber threats originate from email. Protecting your files before sending them reduces the risk of unauthorized access. Follow these best practices to protect your documents: 

• Use secure file formats: PDFs are ideal for sharing sensitive information due to their strong security features and resistance to unauthorized changes. For spreadsheets and text documents, Microsoft Office formats offer built-in encryption.
• Enable password protection: Use Adobe Acrobat or built-in tools on Windows and Mac to password-protect PDFs. Microsoft Office apps also provide encryption for Word and Excel files.
• Create strong passwords: Weak or stolen passwords contribute to 80% of security breaches. Use complex, unique passwords to enhance document security.

Cyberattacks compromise nearly two dozen records every second. By following these best practices, you can safeguard sensitive information and maintain trust with your recipients.

Keeping Your Devices Secure

In today’s digital world, securing your devices is essential for protecting personal information. Email misdelivery remains a major cause of data breaches, especially in the public sector, making strong email security practices crucial.

Antivirus software is your first line of defense against cyber threats. It detects and blocks malware that could compromise your email security. With ransomware damages reaching $20 billion in 2021, using a trusted antivirus program and keeping it updated is more important than ever.

Regular software updates and security patches are also critical. They fix vulnerabilities in your operating system, email clients, and security tools. Enable automatic updates whenever you can to stay protected against emerging threats.

Cybercriminals act fast — 84% of employees fall for phishing emails within 10 minutes. Staying vigilant and keeping your devices secure significantly reduces the risk of data breaches and cyberattacks.

Your Documents Deserve Better Security: Secure With DivShare

Sending documents securely via email requires encryption, password protection, secure file-sharing platforms, and strong cybersecurity practices. Using encrypted email services, password-protected files, and multi-factor authentication helps safeguard sensitive data. Staying alert to phishing threats and keeping devices updated further enhances security.

As cyber threats continue to rise, adopting these measures ensures safer digital communication. Instead of relying solely on email, use DivShare to upload and store documents securely. It allows you to share files without the risk of data breaches or file size limitations. Sign up for DivShare today and share with confidence!