Home / SecureMail
Secure Email Attachments with IRM Protection

# Send Files Securely by Email

Protect confidential files sent through Gmail or Microsoft Outlook. 689Cloud SecureMail replaces risky email attachments with secure links, so only authorized recipients can access your documents.

Track file activity, set permissions, add expiry dates, and revoke access even after sending.

Try SecureMail Free Request a Demo

Secure email attachments for financial records, tax documents, legal files, business plans, medical records, and other sensitive and confidential documents.

### IRM protection is the differentiator

🔗
Secure links
Replace ordinary attachments
Ready
🛡
IRM-protected files
Protect PDF and Office documents
Protected
✅
Multi-factor authentication
Verify recipients before access
Enabled
⛔
Remote revocation
Revoke access after sending
Controlled
secure email attachmentssend files securely by emailsecure link for email attachmentsIRM protection
Gmail and Outlook

## Secure Email Attachments Directly from Gmail and Outlook

Email is still the easiest way to send business files, but ordinary attachments are hard to control after they leave your outbox.

Once a traditional attachment is sent, it can be forwarded, downloaded, copied, or re-shared without your knowledge or control. SecureMail reduces that risk by replacing attachments with secure links to encrypted, IRM-protected files in the cloud. These links can only be accessed by authorized recipients who are authenticated using multi-factor authentication.

With SecureMail, you can send files securely by email while keeping control over who can access them, what they can do with them, and how long they remain available — all while maintaining the same simple workflow of email.

### Key benefits

- ✓Send files securely and easily from Gmail or Microsoft Outlook
- ✓Replace attachments with secure links
- ✓Apply IRM protection to supported file types
- ✓Allow only designated recipients to access files
- ✓Choose view-only or downloadable access
- ✓Track views, downloads, and local file openings
- ✓Revoke access after sending
- ✓Add expiry dates and dynamic watermarks
- ✓Send large files up to 1GB

## Secure Links for Email Attachments

Instead of sending the original file as a standard attachment, SecureMail uploads the file securely and inserts a protected link into your email. Recipients authenticate before accessing the file, and you can track activity, set expiry dates, and revoke access after sending.

1

### Attach as usual

Use the SecureMail add-in within Gmail or Outlook and attach files the same way your team already works.

2

### Send a secure link

SecureMail encrypts the file, uploads it securely, and inserts a secure link for email attachments into the email body.

3

### Keep control

Recipients authenticate before access. You can track activity, expire links, and revoke access later.

File Rights Management

## More Than a Secure Link: IRM Protection for Shared Documents

SecureMail’s key differentiator is Information Rights Management. For supported file types, protection can follow the file after sending, helping you control access, track usage, restrict copying or printing, apply watermarks, and revoke access even after a file has been downloaded.

### Access control

Authorize specific recipients instead of relying on email forwarding rules.

### Usage tracking

Track online views, downloads, and local file openings.

### Policy controls

Set view-only, download, print, expiry, and watermark policies.

### Remote revocation

Stop access later, including downloaded protected files where supported.

Large files

## Send Large Files Securely by Email

SecureMail allows you to send large files securely by email using protected links instead of oversized attachments. Your recipient receives a secure link, while you keep control over file access.

- ✓Large presentations
- ✓Video files
- ✓Healthcare-related imaging files, including DICOM where supported
- ✓Financial packages
- ✓Legal document sets
- ✓Technical documentation

Send Large Files Securely

## Stay in Control After Sending the Email

Ordinary attachments are difficult to manage after sending. SecureMail gives you post-sending control over confidential files.

🔐

### Recipient-Only Access

Only designated email recipients can access your files.

👁

### View-Only Mode

Allow recipients to view files securely in the browser without downloading them.

⬇

### Download Control

Choose whether recipients can download protected files.

📈

### File Activity Tracking

Track online views, downloads, and local file openings.

⛔

### Remote Revocation

Revoke access at any time, even after files have been downloaded.

⏱

### Expiry Dates

Set files to become inaccessible after a certain date.

💧

### Dynamic Watermarks

Display the viewer’s email address and date/time to discourage leaks.

🛡

### Printing and Copy Protection

Restrict printing, copying, and screen capture for supported file types.

Simple workflow

## How SecureMail Works

SecureMail keeps the familiar email workflow while adding secure links, IRM protection, recipient authentication, tracking, and revocation.

1

### Install SecureMail

Install the SecureMail add-in for Gmail or Microsoft Outlook.

2

### Attach Files as Usual

Click the SecureMail icon and select the files you want to send, just like adding a normal email attachment.

3

### Set Security Permissions

Choose whether recipients can view online, download, print, or access the file after a certain date.

4

### Send a Secure Link

SecureMail encrypts the file, uploads it securely, and adds a protected link to your email.

5

### Recipient Authenticates

The recipient opens the link and verifies their identity before accessing the file.

6

### Track and Revoke Access

Use the SecureMail dashboard to see who accessed the file, stop access, or revoke downloaded files.

## Secure File Sharing for Confidential Business Documents

SecureMail is designed for organizations that need secure file sharing without forcing employees to change how they communicate.

It is especially useful for teams that regularly send confidential documents to clients, partners, vendors, patients, employees, or outside advisors.

### Legal and Professional Services

Send contracts, case files, due diligence documents, client records, and confidential work product.

### Finance and Accounting

Send tax documents, statements, spreadsheets, reports, invoices, and financial records securely.

### Healthcare and Medical Communication

Send medical reports, patient documents, referral files, and healthcare-related documents with stronger access control.

### Manufacturing and Engineering

Send specifications, technical documents, product information, manuals, and design files.

### HR and Executive Communication

Send employee records, compensation files, board materials, policies, and confidential internal documents.

### Secure Document Sharing

Use SecureMail as part of a broader secure document sharing strategy for sensitive business files.

## SecureMail vs Ordinary Email Attachments

SecureMail adds secure links, multi-factor authentication, IRM protection, tracking, expiry, and revocation to the email workflow.

SecureMail vs Ordinary Email Attachments
Capability | Ordinary Email Attachments | 689Cloud SecureMail
--- | --- | ---
Send files by email | Yes | Yes
Replace attachments with secure links | No | Yes
Recipient-only access | No | Yes
View-only option | No | Yes
Track views and downloads | No | Yes
Revoke access after sending | No | Yes
Revoke downloaded files | No | Yes, for protected files
Add expiry dates | No | Yes
Add dynamic watermarks | No | Yes
Send large files by email | Limited | Up to 1GB
IRM protection | No | Yes

File support

## Supported File Types

### IRM-protected file types

- ✓PDF
- ✓Microsoft Word
- ✓Microsoft Excel
- ✓Microsoft PowerPoint

### Additional supported file types

- ✓Images
- ✓Videos
- ✓Archives
- ✓Healthcare-related files, including DICOM where supported

IRM protection is strongest for supported document formats. Additional file types can be shared securely by link, with available protection depending on file type and settings.

## SecureMail Frequently Asked Questions

What is the safest way to send files by email?

The safest approach is to avoid sending the original file as a standard attachment. SecureMail replaces attachments with secure links, verifies recipients, and lets you track, expire, or revoke access after sending.

How do I send files securely by email?

Install SecureMail for Gmail or Outlook, attach files through SecureMail, set permissions, and send the email. SecureMail encrypts the files and inserts a secure link for email attachments so only authorized recipients can access them.

How do I send documents securely by email?

Use SecureMail to protect documents with recipient-only access, encryption, IRM protection, view/download permissions, expiry dates, tracking, and remote revocation.

How do I send confidential documents by email?

Send confidential documents using a secure link instead of a standard attachment. This helps prevent unauthorized access if the email is forwarded or the recipient’s mailbox is compromised.

Can recipients forward the email?

Yes, but forwarded recipients cannot access the protected file unless the sender authorizes them.

Can I revoke a file after sending it?

Yes. SecureMail allows senders to revoke access through the SecureMail dashboard.

Can I send large files by email?

Yes. SecureMail supports sending large files up to 1GB.

Do recipients need to install software?

For online viewing, recipients can authenticate and view files through a secure browser-based viewer. Downloaded protected file access may depend on file type and security settings.

Can I track whether someone opened my file?

Yes. SecureMail tracks file activity, including online views, downloads, and local openings.

What file types does SecureMail support?

SecureMail supports common business file types, including PDF, Word, Excel, PowerPoint, images, videos, archives, and other large business files. Healthcare-related files, including DICOM, are supported where available.

## Send Files Securely by Email Today

Protect confidential documents without changing how your team works. SecureMail helps you replace risky attachments with secure links, track file activity, set expiry dates, and revoke access after sending.

Try SecureMail Free Request a Demo