Email Security Best Practices

Sometimes the most boring and familiar technologies can pose the greatest security risks. Administrators may neglect them and users often choose convenience over being careful. The good news is that implementing a few simple best practices can dramatically improve your organization’s email security:

• Use a strong, unique password: Use long, complex passwords that are unique to your email account and do not reuse passwords across multiple accounts. This is probably the single biggest thing people can do to improve email security. And while this sounds easy, most people end up choosing simple, more familiar passwords that are easy to remember. Enabling two-factor authentication is also a good idea to add an extra layer of security to your account.

• Be wary of suspicious emails: This means don't click on links or download attachments from unknown or suspicious sources. Sometimes these can be difficult to spot, so always take a close look at both the email and its source. Be especially cautious of emails that contain urgent or threatening language or that request personal information.

• Use encryption: Try using encrypted email services or install an encryption plugin for your email client to protect the content of your emails from being intercepted or read by unauthorized individuals. This level of security has become more mainstream and best practice companies are using it for all of their ongoing communications.

• Keep software and security protocols up to date: One of the most common ways hackers can gain access to your systems is to exploit known vulnerabilities. Make sure that your email client and any security software you are using are up to date with the latest patches and updates.

• Use a secure network: The recent rise in people working remotely means more and more employees now access their email from either their home or a non secure public network. When accessing your email from a public Wi-Fi network, use a virtual private network (VPN) to protect your connection.

• Backup your data: Most people don’t think anything bad is ever going to happen to them and can neglect to plan for what to do if and when it does. Regularly backing up your email data will ensure you don't lose access to important information and will mean you’ll be able to quickly recover in the event of a security breach.

• Educate employees: Train your employees on email security best practices, such as how to spot and report suspicious emails and how to use email encryption and other security measures. Don’t assume everyone knows these best practices or why they’re important.

• Use a firewall: A firewall can help to protect your network from cyber threats by blocking unauthorized access and suspicious traffic.

Email security is fundamental to every organization. Practicing these proven tips will minimize the chance that something bad will happen.