7. Encrypt sensitive data
Outlook clients on Exchange offer built-in encryption. Doing so protects your data only as it travels from your client to server. It won't encrypt data in your personal folders, so anyone who has access to your system can still view your Outlook items.
To add encryption to your Exchange E-mail account, do the following:
- Choose E-mail Accounts from the Tools menu. Then, select View Or Change Existing E-mail Accounts and click Next.
- Choose your Exchange account, click Change, and click More Settings.
- Click the Security tab and select Encrypt Information.
- Click OK twice, click Next, and then click Finish.
8. Purchase a handy-dandy decoder ring
If you're working with sensitive data, consider purchasing a digital certificate. Certification uses Secure Multipurpose Internet Mail Extensions (S/MIMME) protocol, and Outlook supports it. Using certification, you can send secure messages by offering a guarantee to the recipient that you are who you say you are. Purchase a digital certificate from VeriSign or obtain one from Thawte.
Each certificate has both a public and a private key. Windows stores it in the Registry and it's never distributed. You'll share the public key to anyone who sends you encrypted mail. Then, you'll use your private key to decrypt the message.
Truthfully, if you intend to go this route, you need more than this tip. Knowing this type of security is available is just the beginning. But here's the real tip -- once you've installed your digital ID, back it up by completing the following steps:
- Choose Options from the Tools menu and click the Security tab.
- Click Import/Export in the Digital ID section.
- Click the Export Your Digital ID To A File option.
- Enter a filename and/or click Browse to select a location to save the file and click Save.
- Enter a password and confirm it. Write down the password and store it in a secure location.
- Click OK to export the digital ID.
Store the file in a safe secure place -- preferably an off-site location in a fireproof safe or vault.
9. Defensive zones
Incoming e-mail messages and Web pages often contain files you want to run. However, sometimes those files have the potential to release a virus or perform some other malicious deed locally. Internet Explorer uses security zones so you can determine which sites can download files. Outlook also uses security zones:
- Local Intranet Zone: Use this for sites on your local intranet; security level is set to Medium-Low.
- Trusted Sites Zone: Use this for sites outside your intranet that you trust completely; security level is set to Low.
- Internet Zone: Use this for most Web sites; security level is set to Medium.
- Restricted Sites Zone: Put sites you don't trust into this zone; security level is set to High.
A Low level accepts all content without warning you first, so you should use this zone with care. A Medium level warns you before running content. You can choose not to run the file. Medium-low runs most content without prompting you. However, it will prompt you before downloading an unsigned ActiveX control. A High level won't download or run anything. Just remember that a High level won't protect you from the latest threats, so back up your efforts with update virus software.
10. Download patches and updates
Perhaps the best way to keep Outlook data secure is to keep your system updated with the latest patches and service packs. Windows can handle it all for you automatically. In the Control Panel, double-click Automatic Updates and click the Automatic (Recommended) option. This setting downloads and installs appropriate updates for your system behind the scenes. You don't have to do a thing but be online for the download.
Alternately, you can download updates automatically and then decide when to install them. Or you can choose when to download and install them. However, do not turn off automatic updating unless you have a good reason for doing so and know what you're doing.
Initially, automatic updating was a bit buggy, but Microsoft seems to have worked out most of the kinks. If you don't have PC support or an IT department that handles updates for you, the best thing you can do to protect yourself is to enable automatic updates.
Susan Sales Harkins is an independent consultant and the author of several articles and books on database technologies. Her most recent book is Mastering Microsoft SQL Server 2005 Express, with Mike Gunderloy, published by Sybex. Other collaborations with Gunderloy are Automating Microsoft Access 2003 with VBA, Upgrader's Guide to Microsoft Office System 2003, ICDL Exam Cram 2, and Absolute Beginner's Guide to Microsoft Access 2003, all published by Que. Currently, Susan volunteers as the Publications Director for Database Advisors. You can reach her at ssharkins@gmail.com.
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Move to linux, don't leave your security in Microshafts hands.