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

PDF Logo

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.

Converting .EML Messages to PDF

It’s nearly impossible to do business these days without Adobe’s PDF viewer. The  PDF “Portable Document Format” has founds its way into nearly every computing device. Many corporations and libraries are archiving .eml email messages as .pdf files because it’s seen as a safe format that will be supported well into the foreseeable future and beyond, ensuring that emails will be.  There are very few software tools available today that can reliably batch convert .eml files to .pdf, and do so in a way that manages file attachments correctly.

EML Viewer Pro can read in your .eml and .msg files immediately, without the need for lengthy indexing. Just select the emails you want to export, click the export button and choose your mode of PDF export.  PST Viewer Pro also supports the PDF/A format which is perfect for long term .eml email file archiving.

Email manager. Select PDF format for .eml export.
Export Manager is where you choose your target eMail format.

When planning your eml-to-pdf export operation, ask yourself how you would like to deal with file attachments.  The tool you select should give you the flexibility to manage attachments in at least three ways:

  1. Extract file attachments. This capability will allow you to export your email to a PDF image, but will store any file attachments outside of the PDF in folder.
  2. Convert file attachments into the PDF image. This works well for document files like Word .DOC or Excel .xls files, but not so good for proprietary document formats and binary files.
  3. Embed file attachments. This option will take file attachments and store them as a separate file within the PDF. They can later be extracted to disk. This option has the advantage of keeping the file and the message together, preserving the context.

While exporting email to PDF, you’ll also want to have the capability to apply a specific name structure to your files.  EML Viewer provides this capability, allowing you to mix and match different parts of the email content into the PDF file name, including the title, date, sender or receiver. You can also apply a sequential number to the file.  Naming your exported .eml files in a logical manner will help you sort and identify the messages you need, right from the Windows files system.

While converting .eml files into .pdf files, use the file naming criteria to give your .pdf files a unique name.
.Eml file naming.

Long into the future, PDF format is bound to be supported because it is an open format, and because of its ubiquity. So future proof your .eml files by converting them to PDF with PST Viewer Pro.

Click here to purchase EML Viewer Pro.

See related article: Bulk conversion of EML to PDF