Email Encryption Made Easy With PDF Postman Add-in for Microsoft Outlook

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Microsoft Outlook users who want send files and messages privately through email might find it very difficult to establish a secure path between themselves and the recipient.  This is especially true when communicating with people who may not have access to IT staff, such as individuals, small business owners,  and people who prefer mobile devices. The risks to email have been widely discussed, and regulations now require certain kinds of information, such as patient health information, to be protected while in transit.

Research has shown that one of the biggest reasons that people do not encrypt their email messages is that it’s difficult to implement and use. Encryptomatic LLC has responded to this challenge with PDF Postman, an add-in that brings practical mail encryption functionality to Microsoft Outlook in a way that does not place a significant burden on the recipient.

PDF Postman uses strong AES-256 bit encryption, which requires the sender and receive to simply agree on a password.  The email message and file attachments are placed in a PDF file before it is encrypted. Because the PDF specification has provided for AES encryption for many years now, most people on virtually any computing device already have access to a PDF reader capable of opening the encrypted files that PDF Postman creates.

PDF Postman Outlook email encryption toolbar.
Outlook toolbar buttons for encrypting email.

To send an encrypted PDF file, first  install PDF Postman on your Windows computer that has Outlook 2013/2010/2007 or 2003. When you send an email message, you’ll notice that PDF Postman has added some new functions to your toolbar:

PDF Encrypt Email is the function you’ll use most most often. It will cause your email to be converted into a PDF file, and any file attachments to be embedded within the PDF file. Embedded file attachments can be removed from the PDF later by the recipient, and can be edited just like a regular file. Just click “PDF Encrypt Email,” and the Send your Outlook email.

PDF Encrypt Files will encrypt only the file attachments. The message will remain unencrypted.

PDF Files will cause your file attachments to be converted into an unencrypted PDF file.

PDF Postman maintains a database of your passwords.  The first time you send a protected message to an email address, PDF Postman will check it’s database for a password. If none is found it will prompt you to enter a password, or to generate a new one using the strong password generator.  This password may be stored in the database and recalled the next time you send to this email address.  Stored passwords can easily be updated later.

 

Enter a password in PDF Postman.
PDF Postman Password Screen
By going to the Settings tab, you can configure how PDF Postman to works.  Several different languages are supported, including French, Russian, and soon German and Dutch. The standard template message can be customized.

 

PDF Postman settings menu.
PDF Postman Settings
PDF Postman costs $49.99 per user, with progressive discounts for higher quantities of licenses. The price includes one year of updates and support. It will work with all of  the email accounts you have setup in Microsoft Outlook. Download a free 15 day trial of PDF Postman. After the trial is complete, leave it installed; each month you can use it to send five free protected messages.

Appending .EML Emails To An Existing .PDF File

Screenshot showing toolbar for email conversion software.

Encryptomatic LLC, the developers of email viewing software, has released update 4.7 for both EML Viewer Pro and EML Viewer Lite.  These releases include PDF Append, a new pdf management feature for people who regularly need to save .eml files or other email file types to a single pdf file.

The PDF Append capability helps you convert an individual .eml file into a new or existing pdf file. This is a useful feature if you want to create a single pdf file that contains multiple email messages. One of the use-cases for PDF Append involved a legal assistant who was given the responsibility to collect specific email communications into a single pdf file.  Prior to this ability being added to EML Viewer Pro, she would export the messages individually and then use different software to merge the pdf documents into a single file, a process she found cumbersome and time consuming.

With PDF Append, she can now export these email messages to a new or existing pdf file. As the emails are discovered, she can append them to a single pdf document, with no need to run another software package.

Toolbar includes function to append email to existing pdf file
PDF Append in EML Viewer Pro toolbar

 

Export .eml to pdf - toolbar image
PDF Append in EML Viewer Lite toolbar

To use this functionality, first start EML Viewer Pro or Lite and then select the folder containing your .eml files.  The software can also read .msg, .mht, .ost and Outlook .pst files.  Click on an email you want to export so it is highlighted in the mail list.  Now, click the +PDF button and enter a name for the file. The email message will be converted to PDF.

To add another email to the PDF file you just created, follow the same process, except select the pdf file you just created as the target.  The previous PDF file will be appended with your new email message.

EML Viewer Pro and Lite are very flexible email views. In addition to .eml files that are created by Outlook Express, Windows Mail and other email clients, they can also view and search Outlook .pst, .ost, and .msg files, and also .mht files. The PDF Append function works with all of the email formats supported by EML Viewer Pro and Lite.

For more information or to download a free trial of EML Viewer Pro, visit the product’s home page.