How to Send Confidential Documents via Email (COMPLETE GUIDE)

In today's digital landscape, sharing confidential documents via email has become a necessity for businesses and individuals alike. However, standard email transmission lacks the security required for sensitive information, putting your confidential data at risk. With cybersecurity threats increasing by 38% in the past year and data breaches costing businesses an average of $4.35 million, ensuring your confidential documents remain secure during transmission is more critical than ever.

This comprehensive guide provides proven methods to send confidential documents via email securely, protecting sensitive information from unauthorized access while maintaining the convenience of electronic delivery.

Quick Overview of Secure Methods

1. Use Papermark's Secure Links: Transform documents into password-protected, trackable links
2. Implement Email Encryption: Utilize end-to-end encryption for your sensitive emails
3. Password-Protect Documents: Secure individual files before sending
4. Employ Secure File Transfer Services: Use specialized platforms for confidential content
5. Set Up Email Security Features: Configure available security settings in your email client

Why Standard Email Isn't Secure for Confidential Documents

Standard email transmission faces several security vulnerabilities:

• Emails are transmitted in plain text and can be intercepted
• Messages may be stored unencrypted on multiple servers
• Recipient's email account may be compromised
• Email administrators can access message content
• No control over forwarding or document sharing
• Limited ability to track document access
• No way to revoke access after sending

These vulnerabilities make standard email attachments inadequate for truly confidential information, requiring enhanced security measures.

Method 1: Using Papermark for Secure Document Sharing via Email

Papermark provides the most comprehensive solution for sending confidential documents via email by combining enterprise-grade security with ease of use.

A. Create Secure, Password-Protected Document Links

1. Log in to Papermark: Create free Papermark account
2. Upload Your Document: Select your confidential document for secure sharing
3. Enable Security Features: Add password protection and access controls

B. Configure Security Settings

1. Set Password Protection: Enable password requirements for document access
2. Configure Access Controls: Set viewing permissions and expiration dates
3. Enable Email Verification: Require recipient email verification for additional security

Learn more about all the settings you can configure for your Papermark link settings article.

C. Track Document Access

Monitor who accesses your confidential documents through Papermark's analytics dashboard:

• View access timestamps
• Track viewer engagement and time spent on each page
• Monitor download activity
• Receive unauthorized access alerts

D. Share Via Email

1. Copy Your Secure Link: Generate and copy the secure document link
2. Compose Your Email: Create an email to your intended recipient
3. Insert the Secure Link: Paste the Papermark link in your email
4. Send Password Separately: Share the document password via another communication channel

This method provides maximum security while maintaining the convenience of email delivery.

Secure Your Confidential Documents

Method 2: Email Encryption for Confidential Documents

Email encryption creates a secure tunnel for transmitting confidential information through standard email services.

Types of Email Encryption

1. S/MIME (Secure/Multipurpose Internet Mail Extensions)

   • Requires digital certificates
   • Built into many email clients
   • Provides end-to-end encryption

2. PGP (Pretty Good Privacy)

   • Uses public key cryptography
   • Highly secure but more technical
   • Requires setup by both sender and recipient

3. TLS (Transport Layer Security)

   • Secures connection between email servers
   • Automatic in many email services
   • Only protects during transmission

Implementing Email Encryption

1. Check Your Email Provider's Options

   • Gmail: Enable confidential mode
   • Outlook: Use Microsoft 365 Message Encryption
   • Apple Mail: Use S/MIME

2. For Gmail Confidential Mode:

   • Compose a new email
   • Click on the confidential mode icon (padlock)
   • Set an expiration date and optional passcode
   • Send your email with attached confidential documents

3. For Outlook Encryption:

   • Compose a new email
   • Click "Options" then "Encrypt"
   • Choose encryption level
   • Attach confidential documents and send

While email encryption provides improved security, it lacks the tracking capabilities and access controls available through dedicated platforms like Papermark.

Method 3: Password-Protecting Individual Documents

Adding password protection to individual documents before sending via email adds a layer of security:

For PDF Documents:

1. Open your PDF in Adobe Acrobat or similar software
2. Select "Protect" or "Encrypt" from the security options
3. Choose "Encrypt with Password"
4. Set a strong password (mixing letters, numbers, and special characters)
5. Configure permissions (printing, editing, copying)
6. Save the encrypted PDF
7. Send via email and share password separately

For Microsoft Office Documents:

1. Open your document in Microsoft Word, Excel, or PowerPoint
2. Click "File" > "Info" > "Protect Document"
3. Select "Encrypt with Password"
4. Enter a strong password
5. Save the document
6. Attach to email and send password through another channel

Password protection provides basic security but lacks the tracking and access revocation capabilities of more robust solutions.

Method 4: Secure File Transfer Services

Specialized file transfer services offer enhanced security for sending confidential documents:

1. Select a Secure Service: Choose a service with end-to-end encryption
2. Upload Documents: Add your confidential files to the service
3. Configure Security Options: Set passwords, expiration dates, and access limits
4. Generate Share Link: Create a secure link to your documents
5. Send Via Email: Include the secure link in your email
6. Share Access Information: Provide passwords or access codes separately

These services can work well for occasional use but typically lack the comprehensive tracking and professional presentation of dedicated document security platforms.

Method 5: Secure Cloud Storage with Email Integration

Cloud storage services can provide a middle ground for sharing confidential documents:

1. Upload to Secure Cloud Storage: Add documents to Google Drive, OneDrive, etc.
2. Configure Sharing Settings: Set permissions to "Specific people"
3. Enable Available Security Features: Add passwords if available
4. Generate Sharing Link: Create a secure access link
5. Send Via Email: Include the link in your email

This method works well for collaboration but offers limited security features compared to dedicated solutions.

Security Features Comparison for Confidential Email Document Sharing

Security Feature	Standard Email	Password-Protected Files	Email Encryption	Cloud Storage	Papermark
End-to-end encryption	❌	⚠️ Partial	✅	⚠️ Varies	✅
Password protection	❌	✅	⚠️ Limited	⚠️ Limited	✅
Access tracking	❌	❌	❌	⚠️ Limited	✅
Access revocation	❌	❌	⚠️ Limited	⚠️ Limited	✅
Expiration dates	❌	❌	⚠️ Some services	⚠️ Limited	✅
Forward prevention	❌	❌	⚠️ Limited	❌	✅
Email verification	❌	❌	❌	❌	✅
Document watermarking	❌	❌	❌	❌	✅

Best Practices for Sending Confidential Documents via Email

1. Use Strong Passwords: Create complex, unique passwords for document protection
2. Share Passwords Separately: Never send passwords in the same email as the document
3. Implement Expiration Dates: Set time limits for document access
4. Verify Recipient Addresses: Double-check email addresses before sending
5. Use Professional Email Accounts: Avoid free, consumer email services for highly confidential information
6. Monitor Access Logs: Track who has viewed your documents when possible
7. Limit Sensitive Content: Only include necessary confidential information
8. Secure Your Devices: Use antivirus and keep systems updated
9. Be Aware of Regulations: Follow industry compliance requirements (HIPAA, GDPR, etc.)
10. Have a Response Plan: Know what to do if confidential information is compromised

Method for Multiple Documents: Papermark's Secure Data Rooms

For organizations regularly sharing confidential documents, Papermark's data rooms provide a comprehensive solution that combines enterprise-grade security with intuitive organization and tracking capabilities.

A. Create and Configure Your Data Room

1. Log in to Papermark: Access your secure document management platform
2. Create a New Data Room: Set up a dedicated space for your confidential documents
3. Upload Documents: Add all necessary files to your secure data room
4. Organize Content: Structure documents in logical folders for easy navigation

B. Implement Security Features

Papermark's data rooms offer comprehensive security controls:

• Dynamic watermarking with viewer information
• Granular access permissions for different user groups
• Password protection and email verification requirements
• Document expiration settings and download restrictions
• Real-time access tracking and activity monitoring

C. Share and Monitor Documents

1. Generate Secure Links: Create access links for authorized recipients
2. Configure Access Settings: Set viewing permissions and security requirements
3. Share Via Email: Send secure links to intended recipients
4. Monitor Activity: Track document access and engagement through analytics

D. Manage Document Access

Maintain complete control over your confidential documents:

• Instantly grant or revoke access as needed
• Track who views which documents and when
• Monitor page-by-page engagement metrics
• Export detailed activity reports
• Maintain version control for all documents

Papermark's data rooms provide a professional, secure environment for sharing multiple confidential documents while maintaining complete control over access and tracking all document interactions.

Create Your Secure Data Room

Conclusion

Sending confidential documents via email requires careful consideration of security measures. While traditional methods like password protection and email encryption provide basic security, they lack the comprehensive protection, tracking capabilities, and access controls offered by dedicated platforms like Papermark.

By implementing the methods outlined in this guide and following best practices for document security, you can ensure your confidential information remains protected throughout the sharing process while maintaining the convenience of email delivery.

For organizations regularly handling sensitive information, investing in a secure document sharing platform provides the ideal balance of security, usability, and control.

Frequently Asked Questions About Sending Confidential Documents via Email