Essential Email Security Tips Every Business Should Know

Protecting your email from cybersecurity threats and attacks is critical for organizations today more than ever. Why? Because a work inbox typically contains confidential corporate information related to company finances, operations, legal documents, or employees’ personal information. Since email seems to be a legit channel, users tend to be less cautious while sharing their personal or corporate data.   

Mostly, the users fail to realize that they have installed malicious software onto their devices through emails. Moreover, since the signs of intrusion are not visible immediately, cybercriminals can silently take over the victim’s computer and slowly paralyze the whole network by spreading the malware into attached systems.   

Overlooking email security could be one of the prime reasons for businesses’ doom since one negligence can infect their entire IT environment. Even incorporating a private cloud email server to store your company’s data fails to protect against data breaches, as threat actors can deploy various malicious activities to compromise your computers.   

To help secure your email system, we have listed the top 5 (and some bonus) email security tips that will keep cyber criminals and their ill intentions at bay:   

#1 Beware of Phishing Schemes  

Phishing scams are powerful email-based attacks that hackers perform to enjoy significant payoffs. Sophisticated email security threats like phishing have been around for quite some time and continue to evolve into far more vicious attacks. Beware of different types of phishing attacks: Spear phishing, Smishing, and Whaling are some examples that use your personal information through email to compromise your bank accounts.   

Here is how you can recognize Phishing attacks:   

Emails requesting personal information such as passwords, Card details, or Social Security numbers   

Messages with threats to shut down your bank account  

Subjects that contain the word "Urgent" or create a false sense of urgency  

Note that malware or Ransomware can take weeks or even months to spread to your entire network and compromise your organization’s security. However, phishing, on the other hand, can be done quickly before you even know it. Hence, never share your account details and sensitive information like passwords, OTPs, and Credit Card numbers via email.     

#2 Don’t Click on Suspicious Links  

This one goes without saying. Clicking on any link that comes from an entity you do not personally know or work with can be catastrophic. If you are unsure about an email or sender, do not open the email. Be cautious: run a scan, or do your due diligence if you still think the mail to be significant.   

#3 Avoid Downloading Unknown Attachments  

Just like it goes for suspicious links, the same rule goes for attachments. Attackers often send viruses in the form of email attachments. Thus, not opening or downloading unknown/ unexpected attachments or deleting them right away can protect you from getting attacked. Keeping Antivirus software in your system can also help. However, some advanced viruses that can pass the signature-based radar of an AV may go unnoticed until it infects your computer. In such a case, your business might need a managed EDR solution for endpoint security or an Email security solution to scan files for viruses before you open/ download them.   

#4 Deploy Spam Filters  

Several managed Email security providers have advanced tools and resources in place to protect your organization against unsolicited emails or spam. Companies like ACE Cloud Hosting offer effective Email Spam Filters and MITRE ATT&CK-Based Detection for spam to fortify your email security posture.   

#5 Use Two Tier Authentication  

Since authentication attacks are quite prevailing in today’s time and the world, staying a step ahead of cybercriminals is the only way to secure your business security infrastructure. For strong two-tier authentication, you can use your contact number (for OTPs), fingerprint impression, or a specified PIN after you submit your email password. Using two-factor authentication will ensure solid email security and give hackers a hard time trying to break into your cloud emails.      

Bonus Tips for Best Email Security  

Update your password often. Typically, you must do it every two to three months to be hard to catch target.   

Generate strong passwords that have an amalgamation of upper- and lower-case letters, numbers, and special characters. Make it easy to remember for yourself by adding a unique detail about you, but avoid using common facts as they can act as a hint for hackers.   

Keep multiple email accounts to operate different functions. If one of your accounts gets compromised, you still have others to operate.   

Keep a different password for each of your email accounts. Keeping the same password for your business or bank accounts can make your enterprise much more vulnerable to data theft.  

Look out for the emails prompting you to enable macros before opening Word or Excel files.  

Be cautious about forged email addresses that look or sound suspicious, and lack credibility.  

Log out from your email after each session. It should be an avoidable practice to stay safe.   

Conclusion  

Cyber-attacks have become unbridled these days. With emails being the most vulnerable target for cybercriminals, enterprises cannot afford to put their email cybersecurity in the back seat, leaving it unprotected.