Encrypting Outlook PST File In MS Outlook In 5 Steps

Summary: Encrypting Outlook PST file is a mandatory task to ensure unauthorized individuals don’t get data access, even if they access the file. In this technical guide, we’ll explore ways to encrypt a PST file natively and with a PST Recovery Tool to strengthen data protection at all levels.

MS Outlook has PST for complete mailbox storage, and while they are portable and easy to backup. They are also vulnerable, especially when shared, copied, or stored on external devices outside the Outlook environment. Hence, it is essential to encrypt them and also identify the real problems that may occur if not done.

Problems Encountered If You Not Set Password in Outlook

These are some of the common issues faced by users, professionals, and IT admins if PSTs aren’t password-encrypted:

• High risk of unrecognized authorization and access to the Shared drives.
• Mailbox contents for organizations undergoing external reviews and M&A activity are exposed to everyone.
• Data becomes readable if your device is stolen, lost, or repurposed, especially that of inactive employees.
• The chances of accidental and malicious use of corporate and other official communications are increased.

Example for Encrypting Outlook PST File: 

“An HR team needs to archive payroll-related emails, and so they export old mailboxes to PST for compliance purposes. Now, some files were mistakenly left unencrypted and thus were accessed by unauthorized users. If they had encrypted all the files correctly, their data would still be confidential without major losses.”

So, to ensure that confidentiality is maintained and data integrity is kept correctly, follow the methods below.

Manual Techniques to Encrypt Outlook PST File

When you use the native desktop applications or Windows built-in features, you get to encrypt PST files for free. Here’s how you can perform the encryption:

1) With Microsoft Outlook

1. Start the Account Settings dialog from the Outlook File menu.
2. Then, click Data Files to show all the present Outlook PST files.
3. Select your target Outlook Data File (.pst), which you need to password-protect.
4. Further, press Settings >> Change Password within Outlook Data File.
5. Enter the password of your choice >> and then tap OK.
6. Finally, click OK to save the password applied.

2) Encrypting Outlook PST File on PC

1. Browse and find your Outlook PST on the local system.
2. Then, select it, right-click it, and click on Properties.
3. In the dialog, under General, click on Advanced.
4. After that, check the box for Encrypt contents to secure data.
5. Lastly, click OK to password protect Outlook PST files. 

Note: These are basic protection ways and don’t use AES-level encryption and so they only prevent casual access. For sensitive data and stronger encryption, ensure you put high-level password protection, like from a professional tool. 

Furthermore, note that the above methods require basic technical knowledge and skills. Users require a healthy PST file, and bulk encryption at once is not possible. So, using an expert-trusted utility may be a better option. 

To understand it better, go through this real-life scenario:

“An IT administrator at a legal firm needs to archive PSTs of 150+ clients for reference. They used native encryption for quick encryption, but that didn’t work well. So, they tried the professional PST Password Tool and restricted access with multi-layered security.”

Below is a detailed description of the professional software that IT administrators used above.

Automated Tool Encrypting Outlook PST File

PST Password Recovery Tool is a top-rated software to handle single or multiple Outlook PSTs. With this versatile tool, seamlessly encrypt Outlook PST file for all major versions. It has a very simple and easy-to-use interface and doesn’t require MS Outlook installation. Moreover, you can also try the demo version of this tool for an enhanced experience and understanding.

Quick Steps to Password Protect Outlook PST Files

1. Launch PST File Password Recovery and press Select Files.
2. Then, find and select PST from the PC and click Open to import.
3. Further, the list of all encrypted and unencrypted PSTs appears.
4. Select those unencrypted and press Set Password.
5. At last, in the open dialog, enter the password and click OK.

All the PST files are encrypted altogether at once, just like that. Isn’t it very easy, fast, and simple? 

Conclusion

Encrypting Outlook PST file is a foundational step you take towards data governance, compliance, and operational security. It ensures that only the right people can access your crucial and sensitive information. Before you export or share PST files, encrypt them manually or best use the dedicated software. For any difficulties, talk directly to our tech expert or book a free demo version.

Related Post: Convert CDR File to PDF Format.

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