It is safe to send documents via email, but only if you follow certain safety protocols. Specifically, sending documents via email safely involves security measures such as encryption, password protection, and two-factor authentication.
You can streamline some of these protection processes using the built-in email service features and online tools for document protection, such as our PDF editor tool. That said, let’s explore the top six email safety tips and learn how to put them into practice.
What Type of Documents Can You Send Via Email
You can send various types of documents via email, including text, images, and compressed files. For instance, you can share images in the standard digital formats, either as an attachment or in the email body, in a bundle, or individually.
Additionally, text documents are the most common file type shared via email. You can send PDF, Word, Excel, PowerPoint, and many other document versions using this service. Finally, email services also allow you to share archived files in the most well-known formats, which you can unpack only after downloading.
Each of these categories features numerous file variants and formats, including the following:
- Images (JPG, JPEG, PNG, GIF, BMP, TIFF)
- Text files (PDF, DOC, DOCX, TXT, ODT, ODS, ODP, PPT, PPTX, XLS, XLSX)
- Compressed documents (7z, RAR, ZIP)
Additionally, there are other sorts of supported documents, but users rarely send them due to safety concerns. These include HTML and XML files, as well as CSV, ICS, and VCF ones.
Common Risks of Sending Documents via Email
Specific risks, such as email interceptions, phishing, spoofing, or using unsecured attachments, can impact safety when sending documents via email.
Let’s take a closer look at these potential threats:
#1. Email Interception
Email interception is a common way people face a data breach. This process can occur in the initial (sending) phase, final (receiving) stage, or in between. For instance, two people may want to use email as a file-sharing service.
Before one of them sends a document, they communicate about setting the password for protection. A third party intercepts this conversation and gets the file and the password before the recipient. This individual sends a random file to the recipient while using the initial document and password to steal information.
#2. Phishing and Spoofed Recipients
Phishing attempts are fraudulent activities where the attacker sends messages that falsely appear to be from legitimate sources. In such cases, you don’t need to worry whether it is safe to send your document via email but focus on detecting this type of activity.
If you receive a suspicious file or message asking you for money, your bank account, or other personal information, you should double-check the sender’s email. If the sender claims to be a member of a company or organization, we recommend examining the official websites and contacts of the given institution.
Since attackers cannot use the original email address, it will probably look similar to a company’s official address, but it won’t be the same. Also, you must not open any documents, especially the .exe files, as these can lead to ransomware or data theft.
Moreover, spoofing is a similar practice where someone can modify the email content and make it look as if it came from a different sender. They do so to gain the receiver’s trust and eventually get sensitive information.
You should be cautious on such occasions, see if you expect such an email from someone, and thoroughly examine the sender’s information and email content to avoid repercussions.
#3. Unencrypted Attachments
If you do not use the built-in email encryption that some services provide, you should encrypt attachments yourself. The reason why sending unencrypted attachments is risky is that the interceptor or someone using the receiver’s device can access them.
Precisely, encryption ensures secure file sharing by scrambling the content of your file, making it useless for anyone who accesses it without the decryption key. So, if anyone intercepts such a document or tries to open it on the receiver’s device, they won’t be able to see or change anything.
How to Make Sending Documents Via Email Safe
To make sending documents via email safe, you should focus on file security, transfer safety protocols, and small details like the recipient’s address. As an alternative to sharing attachments, you can even send links in emails.
Due to the immense popularity of PDFs, we discuss how to protect this sort of document, but also share advice on general security measures for sending documents via email safely:
Password Protect Your PDF Files
For secure PDF sharing, you can password-protect PDFs and send them via email afterwards. Still, you should choose a reliable tool for this, meaning other users cannot breach your password and can only open it if they have the correct one.
On the other hand, your document doesn’t have to stay locked forever, as you can use the unlock tool and your existing password to remove this layer of protection.
Encrypt PDFs Before Sending
Encrypting a PDF before sending is similar to password protection, as it secures your file from unauthorized access and use. While someone can open encrypted attachments, they won’t be able to get any information.
Even if attackers try to copy the unreadable content of your document and paste it somewhere else, hoping to decipher it, this won’t be possible without the right public key. If you decide to remove encryption from a PDF after sending, you can do it using the key you created when enabling encryption.
Use a Secure File Sharing
Besides focusing on PDF document security, you can bypass email attachment sharing using links. While cloud computing services can be great secure email alternatives, you don’t need to switch to such platforms completely to send documents safely.
Instead, you can upload your file to a cloud storage or document sharing platform, or create a trackable link and send it via email. These services can track different activities, such as who clicked the links and who accessed the documents, making it easier for you to detect any suspicious activity.
Verify Recipient Emails
Another essential safety measure is checking the recipients’ email addresses before sending emails. This is beneficial because it prevents you from sending confidential documents to an individual they aren’t intended for.
Plus, if you find a certain email address in your base, you can check the previous conversations you had and see if everything went well back then. If your email conversation went smoothly, chances are that it will be the same again.
Enable Two-factor Authentication on Your Email
Using two-factor or multi-factor authentication on your email can help you secure access to your account. Sometimes, even if you protect your files for email sharing, anyone accessing your email address may also sign into your other accounts (e.g., file storage drive or document sharing profiles).
As a result, they may get the unprotected version of your files and tamper with them or use the sensitive data for illegal actions. However, with this layer of security, you will receive an additional code via SMS or another email during the login process, which makes signing in without further verification impossible.
Secure Your Document for Safe Email Sharing With PDF.net
PDF.net provides detailed explanations about the meaning of the PDF format and tools for password protection and encryption, helping you safely share documents via email. Our software boasts high security levels, meaning that you can make your files unlockable or non-decryptable without a specific password or key.
In addition, our PDF editor includes various other tools you can use to modify documents for different purposes. For instance, instead of archiving them, you can shrink PDFs using our compression tool, allowing you to send large files via email. Plus, you can create a digital signature for PDFs, which is as valid as traditional ones.
The entire PDF.net platform features the highest safety standards and is user-friendly, as the available software is made for average users, not just the tech-savvy ones.
Is it Safe to Send Documents Via Email FAQ
#1. What information should not be sent via email?
Personal data such as IDs, SSNs, licences, certificates, passwords, and bank account numbers should not be sent via email. We recommend using maximum file protection if sharing documents via email is your only option.
#2. Can I use email for sending financial or personal information?
Yes, you can use email for sending financial or personal information. However, it is important to share such data in documents that you must protect with a password or encryption.
#3 How does PDF.net help with secure document sharing?
PDF.net helps secure document sharing by offering password-protection and encryption tools. With such software, you can ensure maximum protection before, during, and after sharing files.