How-To

How to Send Encrypted Email Messages & Attachments

RMail® enables senders to send Registered Email™ messages encrypted, dynamically adjusting to the right levels of email encryption and recipient user experience either automatically, based on message content, recipient system, or sender preference. For example, if the recipient has TLS available or the right level of TLS to meet the sender requirements for security, then the message is transmitted encrypted with the right level of TLS, auto-decrypting without password at the recipient server. If the recipient does not have TLS available or does not have the sufficient level of TLS, the email and attachments are wrapped inside a password protected AES 256-bit encrypted PDF. In this case, there are a variety of password and decryption options available.

Step-by-Step instructions

The RMail® encryption service has several features and options for ease of use, privacy and regulatory compliance.

Step 1: Users check the box next to the word “Encrypt” in the feature panel pop up window (or they can automate based on message content).

Step 2: Depending on the user interface, the user can choose the preferred recipient experience, Transmission Encryption or Message Level encryption.

Step 3: Senders can choose whether decryption passwords may be used, shared, or remembered by a recipient for repeated use.

Advanced Description:

  1. Sending from the RMail for Outlook app (full install), a sending organization can choose to have their messages with all attachments encrypted at the sender’s desktop, such that the message passes through the sender’s organization, through any intermediary servers, wrapped inside an encrypted package. This is the default behavior. There are several alternate options available.
  1. When the encrypted message routes through the RMail infrastructure for processing, depending on the sender organization’s settings or sender’s choice, the message will either be transmitted using RMail Transmission Encryption or Message Level Encryption to each recipient.
  1. If Transmission Encryption has been selected as the preferred encryption mode, and transmission security is not available at the minimum security level that the sender organization requires (e.g. TLS 1.3), the message will automatically be wrapped inside an AES-256-bit encrypted PDF file, with all attachments remaining in their native format inside the encrypted file.
  1. Message Level Encryption is used if Transmission Encryption is not possible due to the sender’s connection to the recipient; or if Message Level Encryption has been selected as the preferred encryption mode. In this case, the message transmits to the recipient inbox inside the AES-256-bit encrypted PDF file. It remains private through the recipient infrastructure and even while inside the recipient inbox or email archive. The recipient can decrypt the message using their pre-set PIN or a shared password. There are a variety of password sharing and transmission options.
  1. The sender organization can create settings such that no messages are stored at the RMail processing system.
  1. The Registered Receipt™ record is returned to the sender which can prove delivery, content, timestamp, fact of encrypted delivery, and authenticate and reconstruct the original message using RPost® patented technology. This patented Registered Receipt™ email record can reconstruct the original, authenticated email body and all attachments, without any copy be stored by the RMail system. If the message was transmitted encrypted, the receipt authentication process will reconstruct and encrypted original.

The patented RMail® Email Encryption service has many configurations and options to meet the needs of any organization, regardless of size. The patented RMail™ Registered Email™ service has been relied upon the world over since 2000.