Using email encryption means protecting the contents of your emails so only the intended recipient can read them. For an Australian small or mid-sized business, this is especially important when sending sensitive information—like client details, financial data, or contracts—via email. Without encryption, emails can be intercepted or accessed by unauthorised parties, exposing your business to risks such as data breaches or loss of customer trust.
Why email encryption matters for Australian SMBs
Many Australian businesses handle personal or confidential information that is protected under privacy laws and industry standards. If this data is sent unencrypted, it could be intercepted during transmission, leading to potential privacy breaches. Beyond compliance, a single data leak can disrupt operations, damage your reputation, and cause costly downtime. Email encryption helps reduce these risks by ensuring that even if an email is intercepted, its content remains unreadable to outsiders.
A practical example
Consider a mid-sized accounting firm in Brisbane with around 50 staff. They regularly email client tax documents and financial statements. Without encryption, a phishing attack or accidental misaddressed email could expose sensitive client data. Their managed IT provider recommended enabling Microsoft 365's built-in email encryption features, combined with staff training on recognising phishing attempts. This approach helped the firm maintain client confidence and meet privacy obligations, while reducing the risk of costly data breaches.
Checklist: What to do about email encryption
- Ask your IT provider: Do you support email encryption with Microsoft 365? How is it configured and managed?
- Review your email policies: Are there guidelines on when to use encryption? Are staff trained to identify sensitive information?
- Test encryption: Send encrypted emails to internal and external recipients to confirm it works smoothly.
- Check compliance: Does your industry or client contracts require encrypted communication?
- Evaluate user experience: Ensure encryption doesn't create barriers for clients receiving emails.
- Monitor and update: Regularly review encryption settings and stay informed about new threats or Microsoft 365 updates.
Implementing email encryption is a practical step to protect your business and clients from data exposure risks. If you're unsure about your current setup or how to enable encryption in Microsoft 365, it's wise to consult a trusted managed IT provider. They can assess your needs, configure appropriate security measures, and help your staff use them effectively—without disrupting daily operations.