When you send emails containing sensitive business information, such as contracts, personal client details, or financial data, it's important to ensure that only the intended recipient can read them. Advanced email encryption is a technology that scrambles the contents of your emails so that if they are intercepted or accessed by unauthorized parties, the information remains unreadable. This goes beyond basic email security features and adds an extra layer of protection tailored for sensitive communications.
Why this matters for Canadian SMBs
For small and mid-sized businesses in Canada, the risks of unencrypted or poorly protected email are significant. A single data breach or accidental leak can lead to costly downtime, loss of customer trust, and potential regulatory scrutiny under privacy laws like PIPEDA. Email is a common attack vector for cybercriminals who use phishing or interception tactics to steal information or inject malware. Without encryption, sensitive data sent by email is vulnerable during transit and storage.
Moreover, employees working remotely or using mobile devices increase the chances that emails could be exposed on unsecured networks or devices. Advanced encryption helps reduce these risks by ensuring that even if emails are intercepted, the content remains protected.
A practical example
Consider a Canadian consulting firm with about 50 employees that regularly exchanges client proposals and personal data via email. One day, an employee accidentally sends a proposal with client financial details to the wrong recipient. Without encryption, that email's content can be read by anyone who receives it. However, if advanced encryption is in place, the email content would be unreadable to the unintended recipient, preventing a potential data breach.
In this scenario, a managed IT provider would help by configuring Microsoft 365's built-in encryption tools, training staff on secure email practices, and setting policies that automatically encrypt emails containing sensitive keywords or attachments. This approach minimizes human error and strengthens data protection.
Checklist: What you can do now
- Ask your IT provider: Do you support advanced email encryption within Microsoft 365? How do you manage encryption keys and policies?
- Review email policies: Are there rules that automatically encrypt emails with sensitive content or attachments?
- Check user training: Are employees aware of when and how to use encryption features?
- Test encryption: Send test encrypted emails internally and externally to verify recipients can decrypt them without issues.
- Audit access: Review who has permission to read encrypted emails and ensure it aligns with job roles.
- Evaluate remote access security: Confirm that remote or mobile users access email through secure, encrypted connections.
Implementing advanced email encryption is a practical step to protect your business communications and reduce cyber risks. It supports compliance with privacy expectations and helps maintain customer confidence.
If you're unsure how to start or want to assess your current email security, consider consulting a trusted managed IT provider familiar with Microsoft 365 and Canadian business needs. They can help tailor encryption solutions that fit your operations without disrupting productivity.