How to Redact an Email
Learn how to redact an email: permanently remove names, addresses and sensitive data from single emails and whole archives (MBOX, PST, EML, MSG) for GDPR, SAR and FOI compliance.
How to redact an email
To redact an email, export it from your email platform, upload it to a redaction tool, remove the sensitive text so it is permanently deleted (not just hidden), and export a clean PDF. Here are the steps:
- Export the email from Outlook, Gmail or another platform as an MBOX, PST, EML or MSG file.
- Upload it to RedactBox, with no software to install.
- Search and redact names, email addresses and other sensitive details, in bulk across every email at once.
- Check the redaction log to confirm every match is covered for your audit trail.
- Export a clean PDF where the redacted content is permanently removed and cannot be recovered.
Doing this for a specific platform? See our step-by-step guides for Outlook and Gmail, or redaction software for schools.
What is Email Redaction?
Email redaction is the process of permanently removing or obscuring sensitive information from existing email files and archives that have been exported from email platforms. This is essential when processing MBOX, PST, EML, and MSG files for legal discovery, FOI requests, or compliance purposes where sensitive data needs to be protected before sharing or archiving.
Manual vs automated email redaction
Choose the right approach for your email redaction needs
Traditional approach
Manual Redaction
Time-consuming and error-prone
Each email file must be reviewed individually
Limited to basic tools
Export to PDF, then manually black out text
No specialised email archive support
Most tools can't process email archives efficiently
Recommended
Automated Redaction
Process email files and archives quickly
Bulk processing of MBOX/PST archives and individual EML/MSG files
Multi-format file support
Supports MBOX, PST, EML, and MSG formats from all major platforms
Professional PDF exports
Generate shareable documents from redacted email archives
How RedactBox simplifies email redaction
Our streamlined three-step process makes email redaction efficient and compliant
1
Upload
Upload your MBOX, PST, EML, or MSG email files directly to our secure platform
2
Review & Redact
Use Search & Redact for bulk redaction or Highlight to Redact for precision control
3
Export
Download professional PDFs with all redactions permanently applied
Common email redaction use cases
RedactBox serves organisations across various sectors with specialised redaction needs
Legal & Compliance
- Subject Access Requests (SAR)
- Freedom of Information (FOI) requests
- Legal discovery and litigation
- GDPR compliance documentation
Education & Public Sector
- Student record protection
- Staff email archives
- Public information requests
- Regulatory compliance reporting
Questions
How do I get emails from Gmail or Outlook for redaction?
What file formats does RedactBox support?
Is RedactBox reliable for compliance and legal use?
Is highlighting an email black the same as redacting it?
Can I redact an email for free?
Free: the SAR redaction checklist
The step-by-step checklist for redacting a Subject Access Request correctly: third-party data, audit trail and all. Straight to your inbox.
Try it on your next request
Free for one document, no card needed.