Security 101: 10 Must-Know Best Practices of Email Security

Introduction:

Email remains a highly popular mode of communication, particularly in the business realm. However, it is also highly susceptible to cyber threats. Recent data reveals a significant increase in phishing and malware attacks. In fact, phishing volumes rose by a staggering 173% in 2023, reaching 493.2 million compared to the previous quarter’s 180.4 million. Similarly, malware attacks saw a steep quarter-over-quarter increase of 110%, with a total of 125.7 million emails in Q3, surpassing the previous quarter’s 60 million [1].
The financial consequences of email attacks are also noteworthy. In 2022, businesses experienced losses amounting to $1,000,000 because of email attacks [2]. To secure your business and mitigate such risks, it is essential to implement email security best practices as part of your data privacy strategy. These practices are equally relevant whether you oversee a small office or an extensive corporate network. By adhering to these best practices, you can effectively prevent data breaches and thwart phishing attacks.

10 Must-Follow best practices for Email Security

1.       Use Strong Password

Create complex passwords that are at least eight characters long. They should include at least three of the following:
✓ Uppercase letters
✓ Lowercase letters
✓ Numbers
✓ Symbols

Avoid using personal information such as your name, address, date of birth, or pet’s name. For example, don’t use “Superhub123” as a password; use “!SU@pHub!” instead. The more complex the password, the better.

2.       Train your employees

Train your employees in good email security practices, such as identifying red flags for phishing attacks. The more knowledgeable your employees are about email security, the less likely they will fall victim to a scammer’s tricks. They won’t click on a malicious attachment or link containing a virus.

Everyone in your company must understand the risks of email and prevent them. For example, emails from an unknown sender with a vague or no subject line or those containing unexpected attachments can be a phishing attack. They should also know not to share sensitive information over email. Sensitive information can be financial information or usernames and passwords. Include password protection tips as part of your employee training program. Also, consider implementing a password management program.

You can conduct training in several ways, including:
✓   Company-wide training sessions.
✓   Personalized training sessions for executives or other high-profile employees.
✓   Security awareness training tools.

3.       Use of proxies

The utilization of proxies for website viewing can offer advantages for both employees and employers. Proxies enable employees to maintain the privacy of their location data, ensuring that their online activities remain confidential. This allows them to conduct research and browse websites without concerns about being tracked by website cookies, preserving their anonymity.

Employers, on the other hand, can also benefit from the use of proxies for anonymous web browsing. It provides them with a means to monitor their employees’ online activities discreetly and without their knowledge. This can be valuable for maintaining productivity and ensuring adherence to company policies.

Blazing SEO offers exceptional residential proxies, which are regarded as high-quality proxies and a top-notch solution for email security. These proxies enable users to send emails without revealing their IP address. Consequently, the risk of being banned by email service providers is minimized, while the overall safety of the email account is maintained.

4.      Use two-factor authentication (2FA)

Utilizing two-factor authentication (2FA) is highly recommended whenever possible. You’re likely familiar with the concept of 2FA, which serves as an additional layer of security alongside a strong password.

Here’s how it works:

When you log in to your email account, for instance, you enter your password as usual. However, with 2FA enabled, a verification code is then sent to your mobile phone. This code acts as the second piece of information required to access your account.

By implementing this extra step, hackers are effectively kept at bay, ensuring the safety of your email and protecting your valuable data.

Prominent services such as Google and Apple offer the option to enable 2FA on your accounts. Depending on the service, you may be prompted to verify your identity each time you log in, or it may be required less frequently, such as every few weeks or months. Embracing 2FA adds an extra level of security to your accounts and safeguards them from unauthorized access.

5.       Use encrypted connections

Unencrypted data is vulnerable to interception by hackers and cybercriminals while in transit. Although a password-protected public Wi-Fi network provides some level of security, it is insufficient for safeguarding your data.

When working with sensitive materials, especially personally identifiable information (PII), it is advisable to use a virtual private network (VPN) instead.

Here’s why:
– A VPN ensures a secure connection between the client device and the server, making it virtually impossible for anyone to read the intercepted traffic.
– Emails pass through multiple servers before reaching their intended recipients. It is at these servers where the message must be decrypted for the recipient to access it.

By encrypting the email, it ensures that no one can read it while it is in transit. You can automate this encryption process by selecting an encryption service when setting up your email account.

6.       Back-up files regularly

It is essential to establish a regular backup routine for all your files, either by storing them on a server or an external hard drive. This way, you will have an additional copy of your important files stored in a separate location. In the event of any data loss through email, you can rely on these backups to ensure the safety of your files.

Alternatively, you can opt for a cloud-based system that automatically backs up any modifications made to your files. This approach is particularly valuable as small businesses are often targeted by cybercriminals who presume they lack the resources to defend themselves. By leveraging a cloud-based backup system, you can enhance the security and resilience of your data, protecting it from potential threats.

You may refer to our blogs to learn more about data backup:

Backup Beginner Series: 4 Common Data Backup Myths

Backup Beginner Series: Checklist for Robust Data Backup

Backup-as-a-Service: Why do you need it for your biz?

7.       Keep software and antivirus programs up to date

Cyberattack exploit vulnerabilities in outdated software to infiltrate your system, posing a significant threat. Their motives may include stealing sensitive information or causing harm to your computer.

Fortunately, all major operating systems such as Windows, Mac OS, and Linux come equipped with antivirus software. It is crucial to enable automatic updates for both your operating system and any additional antivirus software you have installed. By promptly allowing available updates to install, you ensure that your system is equipped with the latest security patches and defenses. Additionally, it is important to activate automatic scanning, which allows for the easy identification and removal of any viruses that may have found their way onto your computer. Taking these precautions will help keep your system protected from potential security breaches.

8.       Keep an eye out for suspicious emails

Remain vigilant and exercise caution when dealing with suspicious emails. Be careful when opening email attachments, as they are often used to introduce malware or ransomware into your computer or server. Before opening any attachment, ensure that you recognize the sender and that the file does not raise any suspicions.

Here are some common types of email scams to be aware of:

1. Phishing emails: These deceptive emails masquerade as legitimate messages, often imitating well-known companies or financial institutions that you frequently interact with.

2. Spear phishing emails: These targeted phishing emails are specifically crafted to deceive individuals who work within organizations that handle sensitive data.

3. Spoofed emails: Hackers manipulate the sender’s information to make the email appear as if it’s coming from someone you know and trust, when in reality, it is from an unauthorized source.

To ensure that your emails reach the intended recipients’ inboxes, it is crucial to implement Sender Policy Framework (SPF), DomainKeys Identified Mail (DKIM), and Domain-based Message Authentication Reporting and Conformance (DMARC). These authentication methods work together to validate your emails and safeguard your sender’s reputation:

– SPF verifies that the email originates from an authorized IP address for the given domain.

– DKIM uses encryption to verify the integrity of the message and confirm that it has not been tampered with. While it requires more setup time, it offers enhanced security compared to SPF.

– DMARC allows you to establish rules for handling emails that fail authentication, ensuring better control and protection against unauthorized use of your domain.

By implementing these measures, you can enhance the security of your email communications and safeguard against potential email-related threats.

9. Check links before you click on them

Check where that link will direct you before clicking on any link in an email message. If the link looks suspicious, don’t click on it even if it seems to be from someone you know. Instead, call or text that person and ask if they sent the message. You could also type the website address in your browser to ensure you’re not redirected to a fake site. It’s best to block particularly vulnerable attachment types, like .exe files, which could contain viruses or malware. If an employee needs these files, they can be approved on a case-by-case basis.

10. Deploy a gateway email content filter

Gateway email content filters are software applications connecting the Internet and your mail servers. These email content filters intercept incoming messages. They check them for malware or other suspicious elements that might indicate an attack. The message is then delivered to the appropriate destination or quarantined for review if needed.

One of the most effective ways to improve email security is by screening incoming communications before they enter your organization. This allows you to identify and block spam messages and malware before reaching your users’ inboxes. This ensures all outbound communications meet security standards.

Conclusion

As a small business owner, ensuring the security of your email communications is of utmost importance. Not only are you responsible for safeguarding your own sensitive information, but also that of your clients and investors. Your company likely stores valuable data that must be protected, such as financial details, mailing lists, and customer information. The consequences of a cybercriminal gaining access to this information could be severe and potentially jeopardize the future of your business.

By prioritizing email security, you can mitigate the risk of unauthorized access and protect the confidentiality, integrity, and availability of your data. Implementing robust security measures, such as encryption, strong passwords, and multi-factor authentication, can significantly enhance the protection of your email communications. Regularly updating software and educating your staff about email security best practices are also essential steps to fortify your defenses against potential cyberthreats.

Why SUPERHUB?

At SUPERHUB, we are dedicated to providing professional email security services tailored to businesses of all sizes. We understand that businesses have unique needs when it comes to email security. That’s why our team of experts works closely with our clients to assess their specific requirements and recommend the most effective email security solutions. Whether it’s protecting against phishing attacks, preventing data breaches, or ensuring compliance with industry regulations, we have the expertise to address various email security challenges.

Don’t leave your email security to chance. Trust Superhub to deliver professional email security services that give your business the protection it deserves. Contact us today to find the right email security solutions for your business.

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Email Security Best Practices to Keep Your Business Safe Today