Email keeps us in touch and informed. However, cybersecurity threats bring risks to our email security.
Protecting your business email from hackers, phishing attempts, and data breaches is crucial to safeguarding sensitive information and maintaining the trust of your clients.
Data breaches can result in lost productivity, data, profits, and a damaged reputation. It's essential to address email security and habits to reduce risk.
For over 25 years, WEBIT Services has built effective cybersecurity procedures for hundreds of clients. It is passionate about using strategy and education to protect its clients.
By reading this article, you will learn what tools and practices will help keep email secure.
Select a Secure Email Platform
Choosing the right email platform is crucial for email security. Opt for well-known email providers that prioritize your data's safety through encryption and regular security updates. Popular choices include Google Workspace, Microsoft 365, and ProtonMail.
What About Free Email Providers?
Free email providers may be convenient but offer additional risks, like being easier to "spoof." Breaches can also be more difficult to track, and free accounts may be incompatible with email security tools.
Talk to your IT provider or internal IT team about the best email provider for your business needs and security concerns.
4 Must-Have Email Security Tools
1. Two-Factor or Multi-Factor Authentication
Activate two-factor or multi-factor authentication (2FA or MFA) for an extra layer of protection. It demands an additional verification step (usually a code sent to your phone) to log in to your account.
Even if a cybercriminal steals your login credentials, they still need the authentication code to log in. If they don't have the code, login attempts are blocked, and your account is safe.
2. Lock Messages with Encryption
Use email services that encrypt messages, ensuring only the intended recipient can read them.
Look for email encryption options within your email client, or consider using a third-party encryption tool.
3. Stop Phishing with Software
Integrate anti-phishing tools into your email. These tools spot dangerous emails, links, and attachments, guarding against phishing attacks.
4. Smart Email Filters
Employ advanced filters to sort out spam, scams, and risky emails automatically. By filtering out annoying and dangerous emails, you reduce the chances of user error.
Spam filters can also "learn," to a degree, as users report suspicious emails for analysis.
6 Top Practices for Email Security
1. Solid Passwords
Create strong, unique passwords for your email accounts. Mix uppercase and lowercase letters, numbers, and symbols to foil hacking attempts.
2. Update Passwords Regularly
Change passwords regularly to limit unauthorized access. Consider using a trustworthy password manager to keep track of your credentials.
3. Use Caution on Public Wi-Fi
Avoid using public Wi-Fi for sensitive tasks. These networks can be risky and expose your data to hackers.
4. Watch for Phishing
Be careful with unfamiliar links and attachments. Hover over links to see the actual URL, and double-check email addresses on suspicious messages.
Report suspicious messages to your anti-phishing tool.
If the message seems to have come from a colleague, contact them outside of email to verify that they are the sender.
5. Stay Updated
Keep your email apps and devices up to date. Regular updates often include security fixes that safeguard against vulnerabilities.
6. Backup Your Emails
Regularly back up important emails to a secure place. This ensures you won't lose critical messages even if your account is compromised.
Next Steps for Securing Your Email
Remember, email security is an ongoing process. Staying informed about the latest threats and best practices is crucial. Regularly review and update your security measures to stay one step ahead of potential attackers.
By prioritizing email security, you can protect your business's sensitive information and maintain the trust of your clients.
How do you know If your current email system and procedures are secure? Talk to your IT provider or Internal IT team about performing a risk assessment.
A risk assessment can help Identify weaknesses In your system and procedures, including email protocol. Assessments should be performed quarterly or after a significant change to your IT environment.
Your IT provider or team can help explain your results, existing risks, and the next steps for building better security practices.
It Is a major red flag that your IT provider refuses to perform a risk assessment or Is unable to explain your assessment results.
WEBIT Services believes knowledge is power, so it is passionate about cybersecurity education and IT strategy.
If you're ready to discuss security frameworks and risk assessments for your business, schedule a free 30-minute consultation with WEBIT.
If you're not ready to talk to our team of experts, we recommend the following articles on cybersecurity:
- Spam filters | Why can't they just capture bad emails?
- Spam and phishing emails: what they are and how to identify them
- How AI is changing BEC and phishing attacks
