HOW TO: Encrypt Emails Using PGP Desktop 8.x

Article:HOWTO41924  |  Created: 2006-03-14  |  Updated: 2011-02-24  |  Article URL http://www.symantec.com/docs/HOWTO41924
Article Type
How To




This article describes the steps to encrypt email messages using PGP Desktop 8.x.


PGP is able to encrypt email created in any email application, even Internet email (web mail). For the more popular email applications including Eudora,Groupwise, Lotus Notes, Microsoft Outlook and Outlook Express, PGP offers a convenient plug-in, which makes encryption as easy as clicking a PGP button that is integrated into the email application. For other email applications, including Internet email, PGP offers the Current Window and Clipboard features.

 

  • Although Eudora, Groupwise, Lotus Notes, Microsoft Outlook and Outlook Express support PGP plug-ins, they do not all offer the same features. Please see page 36 of the PGP User's Guide for a detailed table outlining the PGP features available in your email application (the PGP User's Guide may be accessed by clicking Start >Programs > PGP > Documentation).
  • If you have installed PGP but not yet authorized your license, the PGP plug-ins will not appear in your email application.


 

SECTION 1: Encrypt Emails using the PGP Plug-in

These instructions apply to users who have installed the PGP plug-in for Eudora, Groupwise, Lotus Notes, Microsoft Outlook or Outlook Express. If you are not running one of these email applications, please skip to SECTION 2 or 3 of this article.

 

  1. Open a new email message.
  2. Type the message text in the body of the email like you normally would. Since the subject line will not be encrypted by PGP, be prudent about the information you enter in the subject line.
  3. Add any necessary attachments to the message. PGP will not automatically encrypt attachments in Outlook Express. If you are using Outlook Express, be sure to encrypt files before attaching them to your messages.
  4. Click the PGP Encrypt button, its icon contains a lock and envelope (except in Lotus Notes where it is a drop-down menu with Sign and Encrypt options). If you are not able to see the PGP buttons in your email message, you may need to enlarge your email message, or rearrange your toolbars so that all buttons are visible.
  5. Address the message to its intended recipient(s), then send. If the email address of your intended recipient(s) matches those on your PGPkeys, the message will be encrypted and sent without any further intervention.
  6. If the Recipient Selection box appears, drag the intended recipient(s) from list in the top window to the bottom Recipients window.

    • If the email may be vulnerable to a TEMPEST attack, check the box labeled Secure Viewer.
    • If you understand the implications of, and wish to use, conventional encryption, check the box labeled Conventional Encryption.

     
  7. Click OK. The message will now be encrypted and sent.

SECTION 2: Encrypt Emails using the Current Window Feature

These instructions apply to users whose email application does not contain a PGP plug-in, including Internet email (web mail) users. However, all users (including those whose email applications contain a PGP plug-in) may use these instructions to encrypt email.

 

  1. Open a new email message.
  2. Type the message text in the body of the email like you normally would. Since the subject line will not be encrypted by PGP, be prudent about the information you enter in the subject line.
  3. Add any necessary file attachments to the message.
  4. Make sure the email message, whose body of text you wish to encrypt, is the foremost window on your screen.
  5. Click the PGPtray icon in your system tray (gray or gold padlock).
  6. Point to Current Window.
  7. Click Encrypt or Encrypt & Sign.
  8. If you will be using conventional encryption, check the box labeled Conventional Encryption; otherwise drag the intended recipient(s) to the bottom Recipients window.
  9. If the email may be vulnerable to a TEMPEST attack, check the box labeled Secure Viewer.
  10. Click OK.
  11. If you chose conventional encryption, enter and confirm a passphrase for the email, then click OK (don't forget to securely communicate the passphrase to the recipients of the email). If you chose to sign the email, enter the passphrase for your private key, click OK and send the message.

 

Caution: If your file attachment must also be encrypted, make sure you encrypt the file before attaching it to your message.


 

SECTION 3: Encrypt Emails using the Clipboard Feature

These instructions apply to users whose email application does not contain a PGP plug-in, including Internet email (web mail) users. However, all users (including those whose email applications contain a PGP plug-in) may use these instructions to encrypt email.

 

  1. Open a new email message.
  2. Type the message text in the body of the email like you normally would. Since the subject line will not be encrypted by PGP, be prudent about the information you enter in the subject line.
  3. Add any necessary file attachments to the message.
  4. Copy the text of your email message.
  5. Click the PGPtray icon in your system tray (gray or gold padlock).
  6. Point to Clipboard
  7. Click Encrypt or Encrypt & Sign.
  8. If you will be using conventional encryption, check the box labeled Conventional Encryption; otherwise drag the intended recipient(s) to the bottom Recipients window.
  9. If the email may be vulnerable to a TEMPEST attack, check the box labeled Secure Viewer.
  10. Click OK.
  11. If you chose conventional encryption, enter and confirm a passphrase for the email, then click OK (don't forget to securely communicate the passphrase to the recipients of the email). If you chose to sign the email, enter the passphrase for your private key and click OK.
  12. Now paste the contents of the clipboard back into the body of your email message. At this point an encrypted PGP message should be pasted.
  13. If you have not already done so, remove the plain text portion of the message, so that only the encrypted text remains, and send the message.


 


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Article URL http://www.symantec.com/docs/HOWTO41924


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