Tutanota for Outlook is a plugin that integrates seamlessly into Microsoft Outlook. This way you can send and receive end-to-end encrypted emails 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 email 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 emails encrypted with Tutanota. You may choose if new emails should be sent confidentially by default. You can also decide about this with each email you are writing.
Please choose the signature that should be added to the notification email sent to the external recipient. This can be the same signature you use for all your emails, or you can create a different one in Outlook.
Please click 'OK'.
How to send a confidential email?
Each time you write an email, you will see the 'Not confidential' button to the top left of your email. With one click on this button you can decide whether the email should be sent confidentially via Tutanota or not. Emails to colleagues using the same domain as you, can be sent without Tutanota because these emails remain on your own mail server.
Send non-confidential emails
If you choose 'Confidential', the entire email (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 email to Tutanota recipient
If the recipient is not registered with Tutanota (external recipient), the email 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 email 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 email 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 email, e.g. via phone, text message or when meeting in person.
Confidential email to external recipient, agreed password
Please click on 'Send', just like you are used to.
Receiving the encrypted email
The external recipient will get a notification email, in which he can click on the link 'Show email'. If you have chosen a signature in the Tutanota settings, this signature is appended to this notification email.
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 email. 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 email.
Now the recipient has access to all emails that you have exchanged with him confidentially. With one click on the attachment the browser downloads it automatically. The recipient can export the email and store it locally.
External recipient reads your emails
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 email
Receiving Tutanota emails in Outlook
In Outlook you recognize emails sent and received encrypted with the red Tutanota symbol to the top right. The encrypted emails are transmitted to your Outlook automatically when you are logged in to Tutanota.
Receive a confiendential email 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 email address and your Tutanota password here. Via the browser you can also check all your encrypted emails 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.