How to Send Encrypted Emails in Gmail in 5 Easy Steps

In today's digital landscape, email encryption is a key component of data protection, especially for organizations that handle personal, financial, or health-related information. Whether you need to safeguard Personally identifiable information (PII), Payment card data (PCI), Protected Health Information (PHI), secrets, or Intellectual Property (IP), this guide will walk you through the process of sending encrypted emails in Gmail. By leveraging advanced data loss prevention (DLP) solutions like Nightfall, you can ensure that your communications remain secure and compliant with leading regulations. 

Why encrypt your emails?

Email encryption is a key component of protecting sensitive data and complying with regulations like HIPAA, PCI-DSS, and GDPR. With the rise in data breaches caused by email (over 40% of breaches, according to Verizon), implementing strong email encryption protocols can significantly reduce the risk of both external and internal threats. 

How do I send encrypted emails in Gmail?

1. Install Nightfall’s browser plugin

To get started with encrypted email in Gmail, install Nightfall’s lightweight browser plugin. This plugin integrates seamlessly with Gmail, providing an intuitive interface for managing encryption settings and detecting sensitive data.

• Sign up for Nightfall, and install the Nightfall console. 
• Install Nightfall for Gmail. 
• Follow the on-screen instructions to configure the plugin with your Gmail account.

2. Configure encryption settings

Once the plugin is installed, you can set up automatic or manual email encryption. Nightfall’s AI-powered encryption engine also allows you to define policies based on data types, such as PII, PCI, PHI, secrets, and IP, to ensure that your sensitive data is protected according to your business needs.

• Visit Nightfall’s detector glossary to browse Nightfall’s 70+ detectors. 
• Navigate to the Nightfall console to configure your desired policies. 
• Specify whether you’d like to set up manual or automatic email encryption. 
• Specify if you’d like to scan or exclude specific users, user groups, domains, detection rules, and more. 
• Set expiration dates for emails for additional protection.

3. Send an encrypted email

Once you’ve configured your policies and detectors, kick back and let Nightfall get to work.The plugin will automatically scan outgoing emails for sensitive data and apply encryption as per your configured settings.

• Compose your email in Gmail as usual. 
• If you’ve opted for manual encryption, then simply toggle the “Encrypt with Nightfall” button in your email draft before sending. 
• If you’ve opted for automated encryption, the plugin will scan all outgoing emails for sensitive data, and will encrypt emails containing sensitive data without any manual input.

4. Open your secure reader

Recipients of encrypted emails will experience a streamlined, secure reading process. Nightfall’s Secure Reader allows them to authenticate via a one-time passcode (OTP) and access the email without needing additional software.

• Upon receiving an encrypted email, the recipient will receive a link to the Secure Reader.
• They will enter an OTP sent to their email to view the content of the encrypted email. 
• Attachments will remain encrypted even if downloaded to ensure continuous protection.

5. Manage and monitor encryption

Configure real-time alerts to Slack, Jira, email, or webhooks. Alternatively, visit the Nightfall console for detailed analytics and insights about your organization’s email security, including top policy violations and more. 

• Log into the Nightfall console to view your dashboard. 
• Review real-time policy violations and analytics related to encrypted emails.
• Adjust policies or take action based on the insights provided.

TL;DR

Email encryption is a crucial step towards protecting your organization’s sensitive data and maintaining compliance with leading regulations. Nightfall’s advanced encryption solution ensures that your communications are secure and compliant—without blocking time-sensitive business workflows. 

Contact the Nightfall team for more information about how you can set up email encryption for your organization. 

FAQs

What is the best way to ensure compliance when sending encrypted emails?

Nightfall's AI-native email encryption solution supports compliance with standards like HIPAA, GDPR, and FERPA by automatically encrypting sensitive data such as PII, PCI, PHI, secrets, and IP before it’s sent. Be sure to regularly review and update your encryption policies to adapt to changing regulations and data protection requirements.

Why use Nightfall for email encryption?

Nightfall provides advanced, AI-driven encryption for Gmail that outperforms legacy DLP solutions, with detection that’s 2x more accurate than the competition. Nightfall’s precise, context-aware detection of sensitive data also ensures up to 4x fewer false positives. With Nightfall, you can easily manage and secure PII, PCI, and PHI, all while maintaining seamless email workflows and compliance with data protection standards.

How does Nightfall's encryption improve email security compared to traditional methods?

Nightfall's encryption improves email security by using AI-powered detection to accurately identify and encrypt sensitive data with 2x greater precision than traditional methods. Unlike outdated DLP solutions, Nightfall reduces false positives and automates the encryption process to minimize workflow interruptions and ensure a secure and compliant email experience for users.

Can Nightfall’s encryption handle data from cloud-based services?

Yes, Nightfall’s encryption solution is designed to integrate seamlessly with cloud-based services like Gmail. It provides robust protection for data in transit across various platforms, including email, SaaS applications, and custom apps. 

What is the difference between PII vs. PCI?

PII (Personally Identifiable Information) includes data like social security numbers and addresses, while PCI (Payment Card Information) refers specifically to credit card details. Encrypting emails with Nightfall helps protect both types of sensitive information to maintain compliance with standards like SOC 2 and PCI-DSS. Understanding the distinction ensures that you apply the appropriate security measures to comply with data protection regulations.

What is the difference between PII vs. PHI?

PII (Personally Identifiable Information) refers to data that can identify an individual, such as social security numbers, credit card information, and addresses. PHI (Protected Health Information), a subset of PII, specifically relates to health data that includes details like medical records and health insurance information. While PII covers a broader range of personal information, PHI is exclusively used in healthcare contexts and is protected under regulations like HIPAA. Both types of data require strict protection, but PHI has additional safeguards due to its sensitive nature.