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How to encrypt email the easy way -- SecureMyEmail™

There is no shortage of "HIPAA compliance for email" solutions or advice on that topic. Unfortunately, many of them act like making email safe for healthcare is like splitting the atom or something. They use scare tactics and "word salad" to try to convince you to spend much more than you need to on their bloated and complicated "solutions." We commit to you that our simple and modern email encryption service can give you the very best HIPAA compliant email within 15 minutes.

Can you really make my email HIPAA compliant in 15 minutes? 

Technically, yes. Because once you clear away all the "blah blah blah" of these HIPAA companies, consultants, and lawyers, HIPAA compliant email only requires:

We can do all this super quickly because we already have a well-known and easy-to-use email encryption service that surpasses HIPAA security standards out-of-the-box. Note: there is no "box," it's all done online so no worries. :)

Simply put, we're in the "make email encryption easy" business, not the "make money on HIPAA confusion and fear" business. 

Our service is called <a href="https://www.securemyemail.com/" target="_blank">SecureMyEmail™</a> and you will find it shockingly easy to use. Not only for you, but especially for your patients and partners.

For those of you who don't like to "read the instructions" we can jump right in:

1. <a href="https://www.securemyemail.com/encrypted-email-downloads/" target="_blank">Download a 30-Day Free Trial</a> of SecureMyEmail™

2. Purchase a subscription at any time during your trial.

3. <a href="mailto:sales@securemyemail.com" target="_blank">Email us</a> for our Business Associate Agreement. Sign it. Send it back.

4. Guess what? Your email is now HIPAA compliant.

Actually, I find reading about HIPAA quite exciting. May I know more first?

Absolutely! We get it. What is more fun than discussing encryption and government regulation? Let's get into it.

The <a href="https://www.hhs.gov/hipaa/index.html" target="_blank">Health Insurance Portability and Accountability Act of 1996</a> (HIPAA) is a US federal law that requires the protection of sensitive patient health information from being disclosed without the patient’s consent or knowledge.

With regards to handling of this protected health information (PHI) in email, it comes down to two rules:

Remember these as they will be on the test.🙂

What does HIPAA have to say about email, specifically?

The US Department of Health and Human Services (HHS), who administers HIPAA, <a href="https://www.hhs.gov/hipaa/for-professionals/faq/570/does-hipaa-permit-health-care-providers-to-use-email-to-discuss-health-issues-with-patients/index.html" target="_blank">specifically mentions email in their guidance</a>.&nbsp;

Here are the relevant excerpts with emphasis applied by us:

Does the HIPAA Privacy Rule permit health care providers to use e-mail to discuss health issues and treatment with their patients?

Yes. The Privacy Rule allows covered health care providers to communicate electronically, such as through e-mail, with their patients, provided they apply reasonable safeguards when doing so.

...while the Privacy Rule does not prohibit the use of unencrypted e-mail for treatment-related communications between health care providers and patients, other safeguards should be applied to reasonably protect privacy, such as limiting the amount or type of information disclosed through the unencrypted e-mail.

Okay. So, not only does this seem to be a recommendation to use encrypted email, they even seem to be fine with using unencrypted email for some situations. But, you'll be using encrypted email so you won't have to worry about any of that!

This leads us to the HIPAA Security Rule.

The Security Rule protects a subset of information covered by the Privacy Rule, which is all individually identifiable health information a covered entity creates, receives, maintains or transmits in electronic form. The Security Rule calls this information "electronic protected health information" (e-PHI).

In addition, covered entities will want to ensure that any transmission of electronic protected health information is in compliance with the HIPAA Security Rule requirements at 45 C.F.R. Part 164, Subpart C.

BTW, if you didn't know, YOU are the "covered entity." That's just the way they talk. We live in the D.C. area so we're used to it.

So, the referred to <a href="https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-C/part-164/subpart-E/section-164.530" target="_blank">45 CFR Part 164, Subpart C</a> is painfully long, written in governmentESE, and contains a lot of general HIPAA stuff not relevant to email. As a healthcare provider, we will assume you already know the basics of HIPAA.

Therefore, let's focus on the specific "technical safeguards" contained in <a href="https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-C/part-164#164.312" target="_blank">45 CFR 164.312</a> as they are what is relevant to HIPAA compliant email and, our service, SecureMyEmail. Suffice it to say that we have you covered.

What if my email provider says they are already "secure?"

They're probably not. At least not enough to comply with HIPAA. It's very important to know that even if your email provider claims they have things like "TLS" encryption,&nbsp; or provide "secure" email, or "encrypted storage of emails at rest," it's 99% for sure not going to be good enough for HIPAA. Unfortunately, "weasel words" and sloppy use of security terminology are rampant in tech, as we're sure you likely know.

That being said, if they are an actual "encrypted" email provider, they may be fine. Our encryption solution is still likely a far simpler and lower cost solution for you, mainly because we allow you to stay with your current email provider. But, that is up to you. :)

Bottom line is unless your current email provider is willing put in writing that they are "HIPAA compliant" and provide you a Business Associate Agreement defining that, you should look elsewhere.

Why should I care if my email is HIPAA compliant?

What are the benefits of HIPAA compliant email?

Why is SecureMyEmail the best HIPAA compliant email solution?

Works with your current email provider and addresses. 

No need to change email providers or your email addresses.

You and staff can set up themselves in a few minutes. No training necessary.

Zero burden on those you send encrypted email to.

Your recipients don't have to sign up for anything, download anything, use a clunky portal, or do anything special at all. Unlike other solutions, doesn't even require an out-of-band password to be sent. If they have an email address, they already have everything they need.

We don't pad it with unnecessary features to justify higher pricing or add confusion.

Solo practitioners and small practices welcome.

Works on all your devices and the apps are free.

Cool software for Windows, Mac, iOS, iPadOS, and Android is included.

Business Associate Agreement (BAA) included.

Just <a href="mailto:sales@securemyemail.com" target="_blank">email us</a> to get a copy of our BAA for your signature.

Only $29.99/year or $3.99/month per user. 

How does SecureMyEmail work? Explain it to me as if I was just born.

The easiest way to think about it is when you send an email with SecureMyEmail, we "wrap it" in an "encrypted envelope." The email and attachments are transmitted to your recipients within this envelope. 

When they receive your email, they just click on a link in the email and they can securely read it, as well as download any attachments you sent them, in their web browser. It basically looks like Gmail. 

They can then click reply, add any attachments they want to send back to you, and click send. All is kept secure, encrypted, and, most importantly, HIPAA compliant!

Even better, when you receive their encrypted email back, the SecureMyEmail software will decrypt their email and attachments for you and store a copy in your Sent and Encrypted folders. You're also welcome to move it to a custom folder as well. 

These email and attachments are actually saved and archived on your current email provider's servers, like all your other email, but they are fully encrypted and are only accessible by you through the SecureMyEmail software. Nobody but you, including your email provider, can access. 

Great! How can I get started and send a HIPAA compliant email right now?

Note:&nbsp; If you have lots of users, go ahead and let them set up SecureMyEmail individually on the free trial and <a href="mailto:sales@securemyemail.com" target="_blank">contact our Sales Team</a> to merge them into a single invoice if you decide to purchase.

Note: If you use iCloud, Fastmail, Zoho Mail, or some other providers, they may require an "app-specific" password that you must use instead of your usual mail password. Below are links to their pages to set one up:

<a href="https://support.apple.com/en-us/102654" target="_blank">iCloud</a>

<a href="https://www.fastmail.help/hc/en-us/articles/360058752854-App-passwords#third-party" target="_blank">Fastmail</a>

<a href="https://help.zoho.com/portal/en/kb/accounts/faqs-troubleshooting/faqs/security/articles/can-i-use-a-different-password-while-signing-in-to-my-zoho-account-from-a-third-party-application" target="_blank">Zoho Mail</a>&nbsp;(optional)

So, fire away but don't include any protected patient information in the email. 

You should try sending them to email addresses that are NOT signed up with SecureMyEmail too as that will be the most likely case for your patients, partners, etc.

Just click COMPOSE and the software will show you the two encryption options. The default one requires NO PASSWORD for your recipients. They can easily receive and reply back to you and all is encrypted and HIPAA compliant.

If you'd like to see the entire process of the sending and receiving of encrypted email down to a microscopic level, <a href="https://www.securemyemail.com/support/how-to-send-and-receive-an-encrypted-email/" target="_blank">here is a support article</a> that breaks it all down with screenshots.

We hope you enjoy your new HIPAA compliant email!

<a href="mailto:sales@securemyemail.com" target="_blank">Contact us</a> with any questions!

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Make your email HIPAA compliant in 15 minutes | SecureMyEmail™

On February 9, encrypted email and services provider, <a href="https://skiff.com" target="_blank">Skiff</a>, abruptly announced they were being acquired by&nbsp;Notion, who makes productivity tools.

That maybe would have been fine but as everyone soon realized, Skiff, with shocking insensitivity and narcissism, let it be known they would be shutting down all their services within 6 months!

But, after getting blasted by users, especially those of their encrypted email service, <a href="https://skiff.com/mail" target="_blank">Skiff Mail</a>, they backed off a tiny bit and have pinky-swore that they will, at least, forward mail from Skiff Mail addresses until February 9, 2025.&nbsp;

Speaking as a friend, it's clear they're totally into their new relationship already so the healthy thing for you to do is move on...ASAP!

Hard to say, really. We do know Skiff and Notion were&nbsp;<a href="https://www.sequoiacap.com/companies/notion/" target="_blank">both backed by Sequoia Capital</a>. So, not to be conspiracy theorists, but it is a fact that venture capitalists can be rather fickle.

Therefore, one can assume that some guys in fleece vests and watches the diameter of salad plates, had a Zoom call,&nbsp;talked about things like "KPIs," and decided to shut down Skiff and double down on Notion. 

Whatever happened to Skiff, it does highlight the danger of betting on startups that are so reliant upon venture capital. Things can change fast that leave users out in the cold.

Okay. What do I do now if I am a Skiff user?

You have to <a href="https://skiff.com/data-migration" target="_blank">migrate all your services</a> and fast. Frankly, taking into account the poor and completely tone deaf way they have handled this thus far, I wouldn't waste ANY time.

Officially, Skiff Mail, Pages, Calendar, and Drive, will cease to exist August 9, 2024.

Only automatic mail forwarding will continue to operate until February 9, 2025. 

What we can help you with is the loss of Skiff Mail, Skiff's "encrypted" email service. They received a great deal of attention for Skiff Mail and its supposed encryption capabilities. Although, we're completely puzzled as to why.

Did Skiff even really offer end-to-end encrypted email?

They offered encryption only if you were a Skiff Mail user and you emailed another Skiff Mail user. I mean....that's like not really anything at all.

Oh wait. They announced they added "support" for PGP in December 2023. :)

Again, that's not really anything. Are we being pranked?

In short, Skiff Mail didn't even have the ability to send an encrypted email to non-Skiff Mail users. Why they received any attention for their "encrypted" email service at all is bewildering.

But, we guess that's one of the benefits of venture capital. Exposure.

How can SecureMyEmail™ help me with Skiff Mail's collapse?

Well, first of all, <a href="https://www.witopia.com/blog/secure-my-email-the-best-way-to-encrypt-email" target="_blank">we actually encrypt email</a>. It's what we do.

Better, we can add encryption to ANY email address you have.

So, if you are/were a Skiff Mail user, you have the freedom to migrate to or use any email provider you want and not have to worry about encryption. We will take care of all that for you. 

To be perfectly clear, SecureMyEmail does not offer email service itself, but we can provide encryption to ANY email provider you use. It only takes minutes to set up.

You can encrypt multiple email addresses from different providers and manage them all at once in the SecureMyEmail software. We have apps for Windows, Mac, iOS, iPadOS, and Android.

Try it out hassle-free with our 30-Day Free Trial. No payment info or credit card is required up front. If it’s not a fit for you, the trial will just expire and no payment is ever due.&nbsp; &nbsp;

So, dump Skiff, choose your new email provider, or even stay with Google or Microsoft, and then try <a href="https://www.securemyemail.com" target="_blank">SecureMyEmail</a> to add end-to-end encryption to keep your email private and secure!

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How to send encrypted email on iPhone or iPad (Screenshots)

Google Sheets is a versatile tool for organizing and sharing data, but when the information it contains is sensitive—like financial data, confidential business data, or healthcare records—sending it securely becomes a priority. Regular email isn’t secure enough to protect your data from prying eyes. That’s where email encryption comes in.

In this guide, we’ll explain step-by-step how to send a Google Sheet using encrypted email to ensure your data stays safe and only reaches the intended recipient.

Why Use Encrypted Email for Google Sheets?

When you share a Google Sheet via email, the file or link might be intercepted during transmission, after it arrives, or when it is saved or archived. 

Great. So, how do I make a Google Sheet more secure in email? How do I send a Google Sheet in email securely? Well, email encryption is your answer.

Step-by-Step Guide: Sending a Google Sheet Secured with Encrypted Email

Here’s how to securely send a Google Sheet using encrypted email:

Option 1: Encrypt using a service like SecureMyEmail

<a href="https://www.securemyemail.com" target="_blank">SecureMyEmail</a> is an easy-to-use email encryption service that works with ANY email address including popular email providers like Gmail, Outlook, and Yahoo.

mediaLibraryStrapi

SecureMyEmail has a fully functional free tier as well as an instant 30-Day Free Trial for paid accounts (no payment info is required for the trial). Setup should take no longer than a few minutes.

Step 1: Download the Google Sheet (preferred)

It will likely take less time to send your Google sheet secured with SecureMyEmail than it took you to read this process!

Option 2: Use Google Workspace Email Encryption

The bad news here is if your Google Workspace subscription allowed this, you would probably already know. The Google options, Hosted S/MIME and Google Client Side Encryption (CSE), are extremely technical and expensive and would need to be enabled by your Google Workspace administrator.

If you would like to know more about these options, please check out our article on <a href="https://www.witopia.com/blog/secure-my-email-easiest-google-workspace-email-encryption">How to set up Email Encryption with Google Workspace</a>.If your organization has the proper Enterprise Plus or Education subscription, and has done all the proper set up and key management, these are the steps to send a Google Sheet with encrypted email:

Step 1: Set Up S/MIME in Google Workspace

The recipient must also have an S/MIME certificate to decrypt the email and access the attachment.

If you have Google Client Side Encryption (CSE):

You can securely share the encrypted Google Sheet:

Google's Confidential Mode does not encrypt emails and should not be used for anything you truly want to remain secure or private. It, most certainly, should not be used for HIPAA or GDPR compliance. Here are the main issues:

Why Choose SecureMyEmail for Encrypted Emails?

SecureMyEmail makes email encryption simple and accessible for everyone. Whether you’re sending personal information, business documents, or sensitive data, it offers:

If you'd like to know more about why and how SecureMyEmail is not only the best option when it comes to sending your Google Sheet securely in email, rather for encrypting any email, here's a good <a href="https://www.witopia.com/blog/how-to-encrypt-email-the-easy-way">explainer article</a> for you.

Sending a Google Sheet securely with encrypted email is essential when handling sensitive information. By following the steps outlined above and using tools like SecureMyEmail, you can protect your data, maintain compliance, and ensure peace of mind.

Looking for an easy and affordable way to encrypt your emails? Try&nbsp;<a href="https://www.securemyemail.com/">SecureMyEmail</a>&nbsp;and keep your communication safe and secure.

A large Google sheet with a SecureMyEmail logo on right top and an arrow showing an email icon meaning the Google sheet is sent with email encryption.

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How to Send a Google Sheet with Encrypted Email in 2025?

Apple's iCloud service has an estimated 850 million users. Although iCloud does offer an impressive array of encryption and privacy capabilities, iCloud Mail still lacks proper encryption, much less end-to-end encryption. But, fear not. We will show you how to encrypt your iCloud email so you can be assured that you have the very best privacy and security available for your email. And, it only takes a few minutes!&nbsp;

Why do I need to encrypt my iCloud email?

Unfortunately, just for basic privacy and security. Email was designed without any real consideration for those things. Up until quite recently, it was often compared to the security of sending a postcard.&nbsp;

Considering how much we all rely on email for critical personal and business communications, to say nothing of all the attached documents and files, it's ludicrous how vulnerable email is. Especially when you consider how many years of data some of us are storing in our email.

It has improved somewhat, but email still has nowhere near the security and privacy of other modern messaging applications. The problem there is, despite what some say, email isn't going anywhere.&nbsp;

The simple solution is to encrypt it and problem solved.

SecureMyEmail makes it easy. But, honestly, it took a lot of time to get it there. :)

After all, if the saintly Apple corporation, that does seem quite dedicated to user privacy and security, doesn't offer it, you know we worked hard on it.

A lot, actually. Basically, there are two levels of iCloud encryption offered - Standard data protection and <a href="https://support.apple.com/en-us/108756" target="_blank">Advanced Data Protection for iCloud</a>.

Apple's standard data protection offers end-to-end encryption (meaning, even Apple should not be able to access) for the following:

If you activate Advanced Data Protection, the following will also be protected with end-to-end encryption:

But, iCloud email is strangely missing from that list. Obviously Apple thinks end-to-end encryption (E2EE) is a good idea, so why don't they apply it to iCloud email?

It is the highest standard of email encryption. End-to-end encrypted (E2EE) email essentially means that the email and attachments are encrypted on your device before they are sent and can only be decrypted on your recipient's device(s). The emails are also "encrypted at rest" so the email and contents are never accessible by other parties, including your email provider. &nbsp;

Yes and no. Not as well as you want it to be, though.🙂&nbsp; 

Apple, like many providers, uses a protocol called TLS (Transport Layer Security) to encrypt emails in transit. 

Unfortunately, TLS is really nothing special despite many providers trying to sell it as "real" email encryption. It's really just an evolution of email protocols in general. Most email providers, including SecureMyEmail, use TLS as standard operating procedure.

TLS has issues and shouldn't be relied upon as actual email encryption, especially to meet legal standards such as HIPAA, the GDPR, etc.

Apple did recently announce that they now encrypt emails at rest on their servers, although they still retain access unless you upgrade to their Advanced Data Protection. If you do that, they will encrypt emails stored on iCloud so only you have access.

That is way better than most other email providers, but they try to call that end-to-end encryption, but it's only end-to-end to your own stored emails. It is NOT end-to-end encrypted when you send or receive email so it's a bit misleading.

Therefore, Apple does not offer true end-to-end encryption of iCloud Mail. Which is what you really want.

So, why does Apple not offer end-to-end encryption for iCloud email?

iCloud Mail does not use end-to-end encryption because of the need to interoperate with the global email system. All native Apple email clients support optional S/MIME for message encryption.

Ok. We're not going to officially say that Apple is gaslighting here. People say that too much nowadays anyway. But, SecureMyEmail can end-to-end encrypt iCloud email and we "interoperate" just fine with the "global email system."

Check out the big brain on us, we guess. :)

So, what does Apple offer to encrypt iCloud emails I send and receive?

Well, other than TLS, which, like we said, is really nothing, they offer an "option" to use a protocol called S/MIME&nbsp;(Secure/Multipurpose Internet Mail Extensions).

We had hoped Apple was kidding. S/MIME was developed in 1995 and it shows. 

S/MIME is indeed a way to end-to-end encrypt email, but it has some SERIOUS limitations:

If you don't believe us, here are some articles from Apple on how to set it up:

<a href="https://support.apple.com/guide/mail/use-personal-certificates-mlhlp1179/16.0/mac/14.0">https://support.apple.com/guide/mail/use-personal-certificates-mlhlp1179/16.0/mac/14.0</a>

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