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Email is one of the most critical forms of communication for both companies and individuals. Sadly, it’s also become one of the most popular channels attacked by cybercriminals. In fact, ninety-five percent of IT leaders say cyberattacks have become most sophisticated. Over half (51%) have already seen AI-powered attacks in their organization. Ignoring threats and taking no precautionary steps can lead to losing sensitive information and access to unauthorized parties, compromising communication. To strengthen your email security, here are six simple steps you can follow.
1. Use Strong, Unique Passwords
Passwords are the first line of defense for your email accounts. A weak password acts as a direct invitation to cybercriminals. Using strong, unique passwords that are hard to guess improves your email security.
Create Complex Passwords
A strong password should include a combination of the following:
- Letters (both uppercase and lowercase)
- Numbers
- Special characters
Avoid using common words or phrases. Also, avoid easily guessable information like your name or birthdate. Complex email passwords prevent cyber intruders from infiltrating your email account.
Use a Password Manager
Remembering several complex passwords can be challenging. A password manager can help you generate and store unique passwords for all accounts. With a password manager, you only need to remember a single password. This simplifies the process while enhancing security.
Avoid Reusing Password
Using the same password across many accounts increases your risk. If one account gets compromised, any account using the same password is vulnerable. Make sure each account has a unique password. This prevents a single breach from spreading.
2. Enable Two-Factor Authentication
Two-factor authentication, often called 2FA, adds an extra layer of security to your email accounts. Even if someone compromises your password, they won’t be able to access your account. They would need the second factor of authentication to do that.
Choose a 2FA Method
Common 2FA methods include SMS codes, authenticator apps, and hardware tokens. SMS codes send a verification code to your phone. Authenticator apps generate time-sensitive codes on your device. Hardware tokens provide physical devices that generate a code. No method is better than another, so choose the one that best works for you.
Set Up 2FA for All Accounts
Enable 2FA for all your email accounts. Most email providers offer this feature, and setting it up usually takes just a few minutes. This simple step significantly improves your email security.
3. Be Cautious with Email Attachments and Links
Email attachments and links are common avenues for malware and phishing attacks. Opening a malicious attachment or link can give attackers access to your system. Exercise caution to protect your email security.
Verify the Sender
Verify the sender’s identity before opening an attachment or clicking on a link. Contact them if you receive an odd or unexpected email from someone you know. But do it through a different channel to confirm they sent it. For emails from unknown senders, exercise extra caution. Consider not engaging with the content.
Scan Attachments
Invest in antivirus software to scan email attachments before opening them. This helps detect and block malicious content before it can harm your system. Many email providers also offer built-in scanning features. But having your antivirus software adds an extra layer of protection.
Avoid Clicking on Suspicious Links
Be wary of links that seem out of place or too good to be true. You can preview the URL before you click by hovering over the link. If the URL looks suspicious or unfamiliar, don’t click on it. Instead, navigate to the site directly through your browser.
4. Keep Your Email Software Updated
Software updates frequently contain security patches that fix vulnerabilities in your email client. Keeping your email software up-to-date will give you the latest defenses against known threats.
Enable Automatic Updates
Automatic updates keep your software current without extra effort, making life easier and ensuring you don’t miss essential security patches.
Regularly Check for Updates
Even with automatic updates enabled, it’s good to check for updates manually to ensure you don’t miss any important security patches. It also helps keep your email client running smoothly and securely.
5. Use Encryption for Sensitive Emails
Encryption provides an extra layer of security by encoding the email content so only the intended recipient can read it. Even if an email is intercepted, the information remains protected and confidential.
Encrypt Emails Containing Sensitive Information
If you need to send sensitive information via email, use encryption. This protects the content. Many email providers offer built-in encryption options. For added security, consider using third-party encryption tools that offer end-to-end encryption.
Educate Recipients
If you’re sending encrypted emails, make sure the recipients know how to decrypt them. Provide clear instructions about how to access the encrypted content securely.
6. Watch Your Email Activity
Regularly monitoring your email activity can help you detect suspicious behavior early. You can take swift action if something seems off by keeping an eye on your account.
Set Up Activity Alerts
Many email providers offer activity alerts. They notify you of unusual login attempts or changes to your account settings. Enable these alerts to stay informed about security threats.
Regularly Review Account Activity
Review your login history and devices connected to your email regularly. If you notice any unfamiliar activity, change your password immediately, and investigate further.
Respond Quickly to Suspicious Activity
If you detect any suspicious activity in your email account, respond quickly. Change your passwords, review your security settings, and consider enabling extra security measures.
Get Expert Email Security Solutions
Email security is essential for protecting your personal and professional information. BIT Insight Group has solutions that can effectively reduce the potential for email compromise and phishing risk.
Contact us today to schedule a chat about email security.
