Hilliard Office Solutions

6 best practices for better email security

Posted by Hilliard Office Solutions on May 17, 2017 1:00:11 PM

Recently, the biggest cybersecurity attack ever reached hundreds of thousands of computers in over 150 countries all through emailing out malware.That attack is a perfect example of why email security is important, especially living in a digitally forward world. Email is the most common medium we use in everyday operations to send information. If emails are compromised or intercepted, you could be at risk for some serious repercussions. 

hacker_stealing_info_off_computer_sized_for_blog.jpgThe good news is that it’s possible to prevent the most unfortunate email security circumstances by setting email security standards for your business.Hackers are lazy. They usually use automated processes to take care of most of the work and prefer to go only after easy targets. If you can avoid making yourself an easy target, you will dramatically reduce your risk of suffering an attack.

Here are some of the best practices when it comes to email security:

1. Use Secure SSL serves to mail communication: Secure Socket Layer is an encrypted technology that allows you to communicate with your email server using enhanced encryption security. It is made up of two separate ‘keys’ to encrypt all email data- a public key and a private key, which only the receiver has access to. So what this exactly means is, in the unlikely event that an email is intercepted, it won’t readable to the third party without the private key.

2. Use Enterprise-Grade Spam Filtering: Spam isn’t just random ads, sometimes it is malicious. Malicious activities such as phishing for information, plus virus and malware delivery through email can do serious harm to your business. Being on the wrong end of a phishing scheme can happen to anyone. However, the built-in SPAM functionality in today’s email systems is simply not enough.

Enterprise-grade spam filtering helps prevent most of those emails from ever making it to your inbox in the first place, eliminating risk.

3. Setup Internal Policies & Procedures: Policies and procedures diminish errors by eliminating actions that put your business at risk. Set out a list of guidelines for your employees so they know exactly what they should do and not do, and why. This will help ensure email security throughout the business. When implementing email policies and procedures, consider these questions:

  • Can employees combine person and business email accounts?
  • Is there a right way to open attachments?
  • Are there any dangers to be aware of in forwarded emails?
  • What restrictions are there for sending and receiving emails from external contacts?

The final and most important step is to guarantee that every employee is familiar and up-to-date with these policies, and they know where to go if they need help or have additional questions.

4. Close and Forward accounts for ex-employees: Closing an email account for an employee that leaves the organization, ensures that they no longer have access to their email accounts and other business operations.  Forwarding emails ensures that business they were handling becomes a responsibility of a current employee who is capable of completing the business at hand.

5. Don’t Send Mass Emails With Outlook: Certain websites like, Mail Chimp or Constant Contact, are specifically designed to send mass emails. If you decide to use your personal Outlook account, your email address will more than likely be flagged as spam. Not only will they never receive the email, but this also puts you at risk of being shut down by your email provider too.

6. Password Protection: Not all email security breaches happen over the internet. It can be as simple as someone sitting down at an unprotected laptop and downloading malicious content. Require your employees using mobile devices to access company data to secure them with passwords. A weak or strong password can either make or break your security. Pick a strong password and change it regularly. This adds an additional layer of protection, preventing immediate access to emails, contacts, reports and other data.

 As a business, it is crucial that you keep your employees, customers and data safe from all security threats. Businesses, who don’t implement a standard set of email security best practices, will be flagged as vulnerable and will become an easier target.  A little extra care and attention is something that will help your business stay secure and away from undesirable attacks.

If hackers can get into your network, then they can access anything and everything. Keep hackers out with an IT security assessment to see how strong your firewalls are. Click on the image below or fill out the form to the right to learn more about scheduling an IT security assessment.

Get Your Network/Security Assessment today!

Check out similar topics:
How To Build an Effective Security Policy
10 Signs of a Secure Website
Securing Your Network Printer
7 Key Tips on Implementing Proper Security in Your Business

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Posted by Hilliard Office Solutions

Topics: Security, email security

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