How to Upload an Email as a Document

One of the biggest concerns in our mod digital globe is security: how safe are your digital assets? Companies must ensure their information is secure and protected from cyberattacks and data breaches.

In this article, nosotros'll embrace how to safely ship documents past email. We've outlined four strategies y'all tin can use. These include:

• Password protection
• Electronic signature software
• Email encryption
• E-mail attachment encryption

Set up? Let's swoop in.

Method i: Password Protect Your Files Before Attaching Them

I of the simplest ways to ensure the safety of your documents is to countersign protect them. To do this, yous assign a unique password to a single digital file or multiple files. The file or files cannot be read, edited, or deleted without the password.

When it comes to sending documents via email, using a countersign to protect your files is a dandy strategy to ensure they're secure.

How to password protect your files

There's no uncomplicated, universal fashion to password protect your files. Different file types will take their unique step-by-step processes. The operating system you lot employ tin can also influence this.

Below, we'll outline how to countersign protect every file type and operating system:

PDF file

The countersign protection process for a PDF file varies, depending on the operating system you're using. Y'all'll find the specific how-to details for both Windows and Mac below:

Windows

There are three ways you can password protect a PDF file on the Windows operating organisation:

• Use Microsoft Office to create a new password protected PDF
• Apply Adobe Acrobat to countersign protect an existing PDF
• Use a costless tool like PDFEncrypt or PDF24 Creator

Microsoft Role

If you take access to Microsoft Office applications such every bit PowerPoint, Word, or Excel, you tin salve documents as PDFs. You lot tin can as well countersign protect files easily.

To turn whatsoever document into a password-protected PDF with a Microsoft Office application, follow these instructions:

1. Open the file in an appropriate Microsoft Function application.
2. Select "File."
3. Select "Salve Equally."
4. Alter the file type to "PDF."
5. Select "More options…"
6. Select "Options…"
7. Select "Encrypt the certificate with a password."
8. Enter your password and ostend it.

Alternatively, if the file is already in PDF format, just follow these instructions:

1. Open the PDF document in an appropriate Microsoft Office application.
2. Select "File."
3. Select "Info."
4. Select "Protect Document."
5. Select "Encrypt with Password."
6. Enter your password and confirm it.

Adobe Acrobat

Another method is to apply Adobe Acrobat Reader. You lot'll need the paid version as the free one doesn't allow you lot to edit PDFs.

Here's how to use it to password protect a PDF file:

1. Open your PDF in Adobe Acrobat Reader.
2. Select "File."
3. Select "Protect Using Countersign."
4. Cull whether you want the document to be editable or just viewable.
5. Enter your password and confirm it.

Free Tools

The concluding option is to use a free tool. Hither are some available options:

• Adobe's "Countersign protect a PDF" tool
• PDFEncrypt

Adobe offers a free web tool that lets y'all password protect any PDF file. Only drag and driblet the file, and then add a countersign of your option.

PDFEncrypt is a free, open-source tool that makes it easy to password protect a PDF file. Simply choose a file, create a password, and so encrypt it.

Mac

The process is far easier on Mac devices. All you lot have to do is utilize the default "Preview" awarding.

Follow these uncomplicated steps:

1. Open your PDF with the Preview app
2. Select "File."
3. Select "Consign."
4. Enter a file name.
5. Select "Encrypt."
6. Enter your password and confirm it.

Word document

When it comes to Microsoft Give-and-take documents, countersign protection is dissimilar for Windows versus Mac. Given this, nosotros'll consider both operating systems beneath:

Windows

The easiest way to password protect a Word document is to employ the Microsoft Word application. The procedure is the same every bit outlined before with the PDF file:

1. Open up or create a document with Microsoft Word.
2. Select "File."
3. Select "Info."
4. Select "Protect Document."
5. Select "Encrypt with Password."
6. Enter your password and confirm it.

Mac

On the Mac operating arrangement, anything related to Microsoft is going to be a footling more complicated. But information technology's even so possible to password protect a Word document.

macOS can run Microsoft Word. If you accept access, you tin can just countersign protect your file in that location. Here'south how to practice it:

1. Open or create your Word document with Microsoft Word.
2. Select "Review."
3. Select "Protect."
4. Select "Protect Certificate."
5. Enter your password and confirm it.

Google Docs

Password protecting a Google doctor is a fiddling trickier than countersign protecting other file types. The Google Docs suite doesn't currently allow yous to practice it straight, as in a born characteristic. At that place is a way around this, however. We'll cover the method below:

Windows

The workaround requires y'all to download an add-on called Secure File Encryption. This allows you to add a countersign to a document you upload to your Google Bulldoze. Whenever someone wants to access information technology, they'll need to enter the password.

The footstep-past-stride process is as follows:

1. Install Secure File Encryption from the Google Workspace Marketplace.
2. Get to your Google Drive.
3. Select "New."
4. Select "More."
5. Select "Secure File Encryption."
6. Upload the file you want to countersign protect, and confirm.

Mac

The process to password protect a Google Medico is the same on macOS as it is on Windows. Y'all'll demand to accept a Google account, and you'll need to take Google Chrome downloaded. Then simply follow the steps outlined higher up.

Excel spreadsheet

Excel spreadsheets are a popular file type used past virtually every business. They unremarkably contain vital data, like financial or customer information. Information technology's critical that yous ensure these files are secure. Below, we'll outline how to password protect an excel spreadsheet for both Windows and Mac:

Windows

The process to password protect an excel spreadsheet is very similar to the method used for a Word certificate. After all, Excel is also a Microsoft program. Here'south how to add a password to your file:

1. Open or create a document with Microsoft Excel.
2. Select "File."
3. Select "Info."
4. Select "Protect Workbook."
5. Select "Encrypt with Password."
6. Enter your password and ostend it.

Mac

Even though you're using macOS, you can still use the Microsoft Excel program. With information technology, you can password protect your excel spreadsheets, merely similar on Windows. Here's the footstep-by-stride process:

1. Open or create a document with Microsoft Excel.
2. Select "Review."
3. Select "Protect Canvas."
4. Select what permissions you lot'll let to those with access to the document.
5. Enter your password and confirm it.

Google Sheets

Some people prefer Google Sheets to Excel spreadsheets. In that location'southward not that much departure between the 2, only the process to password protect files is unlike. We outline the steps for password protecting both operating systems below:

Windows

Unfortunately, Google Sheets doesn't accept a congenital-in password protection feature nowadays. Much like with Google Docs, yous'll need to work around the issue.

You lot could employ the Secure File Encryption strategy we covered in the Google Docs department. That works for any file uploaded to Google Drive.

Mac

The process is the same on macOS every bit it is for Windows. As long as you have Google Chrome installed, plus a Google account, you can password protect a Google Sheets document. Simply follow the steps outlined in the Windows department.

Method 2: Utilise an Electronic Signature Software

The outset method was very complex and can be rather disruptive. A much easier solution is to use electronic signature software. These are applications that allow you to digitally sign, transport, and receive documents, contracts, and agreements online.

Not only do these tools make it easy to add signatures, merely they besides ensure the documents are secure. Instead of spending countless minutes individually securing each file, you lot can save fourth dimension with electronic signature software. The documents are automatically secured.

At that place are many electronic signature software options available. Signaturely is one of the all-time.

How to Use Signaturely to Ship Email Documents Securely

Signaturely is an e-signature solution that allows you to electronically sign documents online. Yous can create your digital signature — typed or drawn — and add it to easily uploaded documents. You tin then transport these documents to other contract parties.

With Signaturely, your data is safe. The application has robust firewalls in identify to ensure no breaches occur. Your valuable information is hosted in Amazon-managed data centers. The platform also uses 256-flake encryption equally some other added security mensurate.

The process of signing and sending a document via email is actually easy with Signaturely. Here's how it works, pace-by-step:

1. Go to Signaturely.com and sign upwardly for a free account.
2. Select "Sign."
3. Select "Only Me," "Me & Others," or "Only Others."
4. Give your document a title and optional message.
5. Upload a file.
6. Add together email recipients.
7. Select "Fill Out & Sign."
8. Use the editor to add your signature and any additional information.
9. Select "Transport."

Method iii: Encrypt Your Email

Email encryption is another method you can use to ensure your email documents are safe. When information technology comes to security, encryption is a step up from password protection. It's a more advanced defence force confronting information breaches. We'll cover the details beneath:

How to send and open confidential emails

Then, how do you send encrypted emails? Well, it entirely depends on the electronic mail service provider you're using. The process is unlike in Gmail than in Outlook or Yahoo. Beneath, we'll particular the specific steps for each 1:

Gmail

The practiced thing about Gmail is that it has a built-in encryption feature. However, to send an encrypted email, both you and the email recipient must have the feature enabled. If the person you ship the email to doesn't enable the encryption feature, the email you sent won't be encrypted.

Given this, you lot must brand sure that they've got encryption enabled on their terminate.

Enabling encryption on Gmail is a rather drawn-out, 4-footstep procedure. Google has a helpful guide that covers this.

Later on both you and the electronic mail recipient accept encryption enabled, here's how you lot send an encrypted electronic mail:

1. Select "Compose."
2. Select the lock icon to the right of the recipient.
3. Select "View details."
4. Select the advisable level of encryption.

Outlook

Similar Gmail, Outlook requires you to get through a lengthy process to enable encryption. Here'southward the official Microsoft how-to guide to practice information technology.

One time that's out of the way, here's how yous encrypt a single email:

1. Compose an email.
2. Select "File."
3. Select "Properties."
4. Select "Security Settings."
5. Select "Encrypt bulletin contents and attachments."
6. Select "Send."

Yahoo

Unfortunately, when it comes to Yahoo'south email service, in that location's no specific built-in encryption feature. The merely mode to encrypt an electronic mail on this platform is with the use of third-party plugins. I plugin you tin can employ is The GNU Privacy Baby-sit.

Fifty-fifty with this plugin, the procedure of encrypting emails is technical, long, and complex. We recommend y'all employ one of the other methods outlined in this post to save time and try.

Hotmail

Given that Hotmail is now Outlook, the email encryption process is covered in that subheading.

Method 4: Encrypt Your E-mail Attachments

Even if you're able to encrypt your e-mail, it's not guaranteed that your attachment will be encrypted. It's unremarkably the files fastened in our emails that are of most concern when it comes to security.

How to send a secure email attachment

There are several ways that you can encrypt your email attachments. It depends which e-mail service provider you're using. All popular platforms will be considered beneath:

Gmail

As with method 3, you need to activate Gmail's built-in encryption feature. To exercise so, follow the data outlined in Google's how-to guide.

Afterward yous've done that, follow these steps:

1. Select "Compose."
2. Select the lock icon to the correct of the recipient.
3. Select "View details."
4. Select the appropriate level of encryption

Outlook

To encrypt your email attachments on Outlook, you'll need to enable encryption. You lot can follow this complex procedure by using Microsoft'southward official how-to guide.

Once yous've done and then, here'southward the step-by-stride process to encrypt the electronic mail attachment:

1. Compose an email.
2. Select "File."
3. Select "Properties."
4. Select "Security Settings."
5. Select "Encrypt bulletin contents and attachments."
6. Select "Send."

Yahoo

Yahoo doesn't permit you to encrypt emails, let alone attachments; there's no built-in feature at present. The only way to selectively encrypt your email attachments is to apply a third-party tool or feature.

Hotmail

As stated before, Hotmail is now Outlook. Refer to the before subheading for more than information.

FAQ

What is the importance of sending documents securely via email?

Sending documents deeply via email is of import because of potential cyber threats, such as hackers. Data security is a huge concern; businesses must ensure their contracts, payrolls, and client information is secure.

What is the safest manner to send a document via email?

The safest way to send a certificate via electronic mail is by using encryption. This can exist done by encrypting individual emails likewise as email attachments. Even so, an easier manner is to use electronic signature software, such as Signaturely.

What is the easiest mode to send a secure certificate via email?

The easiest way to send a secure document is to employ electronic signature software such equally Signaturely. These applications make signing and sending contracts and agreements piece of cake; they also ensure they're secure.

Password protection is too another smashing selection. You can exercise this with Microsoft Part applications similar Microsoft Word and Microsoft Excel. If you lot have Adobe Acrobat, you can also practice information technology with that. There are too several free password protection tools available (such every bit Nordpass).

Tin can I send a secure email document for free?

Aye, you can send a secure electronic mail document for free. Many of the strategies outlined in this mail tin be used for costless, such as the costless PDF tools.

Conclusion

Businesses must ensure their information is secure from cybeattacks and data breaches. Documents like customer data, payroll, and contracts must be kept abroad from outside, prying eyes.

In this article, we covered four methods you can apply to ensure the documents y'all send via email are secure. These strategies will go along your company'southward vital data nether lock and key.

Are you lot looking for an like shooting fish in a barrel, prophylactic, and secure way to send documents by email? Try Signaturely for free today.

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Source: https://signaturely.com/send-documents-securely/

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