Tutanota for Outlook is a plugin that integrates seamlessly into Microsoft Outlook. This way you can send and receive end-to-end encrypted mails directly in Outlook.
First: Choose your settings
If you start Outlook for the first time with the Tutanota plugin, the settings dialog opens automatically. You can access this dialog later on by clicking on 'Tutanota' → 'Settings' in your Outlook menu.
Tutanota settings dialog
Please choose your mail address that is registered with Tutanota.
Enter your Tutanota password. You can save the password for automatic login (recommended). Only if you are logged in, you can receive mails encrypted with Tutanota. You may choose if new mails should be sent confidentially by default. You can also decide about this with each mail you are writing.
Please choose the signature that should be added to the notification mail sent to the external recipient. This can be the same signature you use for all your mails, or you can create a different one in Outlook.
Please click 'OK'.
How to send a confidential mail?
Each time you write an mail, you will see the 'Not confidential' button to the top left of your mail. With one click on this button you can decide whether the mail should be sent confidentially via Tutanota or not. Mails to colleagues using the same domain as you, can be sent without Tutanota because these mails remain on your own mail server.
Send non-confidential mails
If you choose 'Confidential', the entire mail (subject, body and attachments) is being automatically encrypted and sent via Tutanota. If the recipient is also registered with Tutanota, the encryption takes place fully automated.
Confidential mail to Tutanota recipient
If the recipient is not registered with Tutanota (external recipient), the mail is encrypted with a password. The password can be generated and transmitted automatically via text message or you can enter one manually. The password remains valid for all future communication with this external recipient. You can see this password each time you send a new confidential mail to this recipient.
If you choose automatic password transmission, please enter the mobile phone number of the recipient once. If there is a number already specified in your Outlook for this contact, Tutanota will automatically display this number as an option. When you enter a new number, it will be saved to your Outlook contact automatically and re-used for future communication. Note: Please enter the mobile phone number with the international country code, e.g. +1 for US, +44 for UK.
Confidential mail to external recipient, password transmission via text message
Alternatively you can enter an agreed password which you have shared with the external recipient prior to sending the encrypted mail, e.g. via phone, text message or when meeting in person.
Confidential mail to external recipient, agreed password
Please click on 'Send', just like you are used to.
Receiving the encrypted mail
The external recipient will get a notification mail, in which he can click on the link 'Show mail'. If you have chosen a signature in the Tutanota settings, this signature is appended to this notification mail.
In the browser https://app.tutanota.de opens up.
External recipient accesses Tutanota
If you have chosen the agreed password, the recipient can enter it here and access his encrypted mailbox containing your mail. If you have chosen to transmit the password automatically via text message, the recipient will receive a text message for decryption as soon as he clicks 'Send text message'. Then he can enter the password being sent to him via text message. Additionally the text message contains a link that the recipient can click. The password will be automatically transmitted to Tutanota if the mobile phone has internet access. Then the message is decrypted within the browser automatically.
The password can be saved in the browser so that it does not need to be entered with your next mail.
Now the recipient has access to all mails that you have exchanged with him confidentially. With one click on the attachment the browser downloads it automatically. The recipient can export the mail and store it locally.
External recipient reads your mails
From this mailbox the recipient can answer encrypted (also with an attachment). With one click on 'Send' Tutanota automatically encrypts subject, body and attachments end-to-end before sending it back to you.
External recipient replies to your mail
Receiving Tutanota mails in Outlook
In Outlook you recognize mails sent and received encrypted with the red Tutanota symbol to the top right. The encrypted mails are transmitted to your Outlook automatically when you are logged in to Tutanota.
Receive a confiendential mail in Outlook
Change Tutanota password
In Outlook please click in the menu on 'Tutanota' → 'Change password'. Close Outlook.
Settings in Outlook for changing password
The browser opens https://app.tutanota.de. Please enter your mail address and your Tutanota password here. Via the browser you can also check all your encrypted mails with Tutanota if you do not have access to Outlook.
Go to 'Settings' → 'Change password'. Please enter your old password. After this you can enter a new password. To prevent typing errors, please enter the password a second time. Click on 'Change password', then you can 'Logout'.
Change Tutanota password
Subsequently start Outlook again. You will see the Tutanota settings dialog where you can enter your new password in Outlook. If you did not close Outlook, the pop-up will not show up automatically. In Outlook please click on the top menu bar on 'Tutanota' → 'Settings' to enter your new password. When clicking 'OK' you are being logged in with your new password.