Email Security: What Every Business Should Know
Email is the backbone of modern business. It’s how we communicate, collaborate, and connect with customers and partners. However, it’s also one of the easiest ways for cybercriminals to infiltrate.
The truth is, even smart people get fooled, and most data breaches start with a single bad click. So let’s talk about email security: practical steps any business (and every employee) can take to stay protected.
Start with the Basics
Use a Password Manager
Yes, you’ve heard it before, and yes, it matters here too. A password manager helps you create and store strong, unique passwords for every account, including email. It prevents password reuse and keeps credentials secure across your organization.
Don’t Trust Attachments from Unknown Sources
If you weren’t expecting it, don’t open it. Malicious attachments remain one of the most common methods hackers use to deliver ransomware and malware. Even if the email looks legitimate, take a second to confirm before clicking.
Be Wary of Scams
If someone claims you’ve inherited millions, won a contest, or needs to “verify your account immediately,” it’s a scam. Legitimate companies don’t send emails about “lost riches” or urgent demands for payment.
Use a Reputable Email Service
Stick with trusted, well-supported platforms like Microsoft 365, Google Workspace, or other business-grade email providers. They offer built-in spam filtering, phishing detection, and security tools that free services can’t match.
Set Up Recovery Options
Every account should have recovery information, including phone numbers, secondary emails, or security questions, so you can quickly recover if access is lost or compromised.
Enable Two-Factor Authentication (2FA)
Yes, it’s worth repeating. Turn on 2FA for all business email accounts. It adds a second step (like a code from your phone) before access is granted, making it much harder for hackers to get in even if a password is stolen.
Phishing Phears and Phighting Phback
Phishing emails are the digital world’s version of con artists; messages designed to trick you into revealing personal or financial information. They’ve become so sophisticated that even seasoned professionals can be caught off guard.
How to Identify a Phish
Phishing messages often share a few telltale signs:
- A false sense of urgency. (“Your account will be suspended in 24 hours!”)
- Requests for personal or financial information. (“Please confirm your bank details.”)
- Odd sender addresses. Real companies don’t email from accounts like:
- AmazonSupport@yahoo.com
- Microsoft Customer Service <gsx-b4805@gmail.com>
- Too-good-to-be-true offers. Free gift cards, prizes, or unbelievable deals are classic bait.
RESIST
When you get a suspicious message:
- Resist the urge to help. Scammers often prey on empathy and quick reactions.
- Resist the temptation to click links. Even a single click can compromise your system.
- Resist offers, prizes, and sensational claims. If it sounds off, it probably is.
- Resist emotional triggers. Fear, excitement, and even outrage are common tools for manipulation.
DITCH IT
If it feels suspicious:
- Delete the message.
- Do not reply.
- If it might be real, verify it independently. Contact the supposed sender using known contact info, not the one in the suspicious message.
And remember: never reply directly to a suspect email, even to ask if it’s real.
Conclusion:
Email is an essential business tool and one of the easiest for attackers to exploit. But with a few simple habits, your organization can dramatically reduce the risk:
- Use password managers and strong authentication.
- Don’t open unexpected attachments.
- Recognize and resist phishing attempts.
Security doesn’t have to be complicated. A little awareness and a lot of caution go a long way toward keeping your business safe. Encourage your team to take a second look before acting on unexpected messages. A moment of hesitation can save your company from a serious data breach.
Ask us about cybersecurity solutions for your business today.