Email Security Best Practices: Protecting Your Communication and Data


Email accounts have evolved into powerful organizational tools. You need one to sign into various sites or to have access to your private cloud storage. Since cybercrime is increasing, you need to take extra precautions to protect your information, so it is more important than ever to pay attention to the best email security tips.

The good news is that keeping your corporate email secure is easier than you might think. The best cheap email hosting companies include numerous safeguards which ensure that only the intended recipient can read the messages.

This article will help you keep up with the latest recommendations to make sure your company’s mail is safe, so read on!

Top Five Best Practices for Improved Email Security

Expert security services are necessary to protect the confidentiality of a company or its customers. By safeguarding the company’s most prized possessions, they help you secure every bit of work data and boost organizational performance by eliminating risk. That’s why we’re about to tell you some of the best things you can do:

1. Create a Policy

A company should establish and communicate to its staff a clear policy on acceptable email conduct. What kinds of information may and cannot be transmitted via emails, who is authorized to send firm sensitive information, and what kinds of files should not be downloaded are just some of the many data safety standards that employees must be aware of in order to use email effectively.

2. Train Employees for It

A phishing assault may take many forms. For instance, an email from an unknown sender with a generic subject line or no subject line at all or a message with an unsolicited attachment is usually suspicious.

Educate your staff on the importance of cyber security measures, and help them learn to recognize phishing scams. The vulnerability of your employees to email scams depends on how well-educated they are on the subject. They won’t open a virus-infected file or click on a suspicious link if they know how to spot them.

Employees also need to know that email is not a secure medium for discussing important matters. Financial data and login credentials both fall into the category of sensitive information. Password safety advice should be part of any staff training program. You should also think about using a password manager.

3. Use Encryption

There is always some measure of danger when using email to transmit financially or personally sensitive documents. That’s because the vast majority of email is sent and received between servers unencrypted and in plain text. This is why many businesses now employ email encryption tools.

Any business may benefit greatly from email encryption, but some sectors mandate it as a matter of law. Data from the government and medical institutions, for instance, should both be encrypted before being exchanged.

Some email hosting services provide their own brand of encryption. This keeps all your correspondence and data secure from malicious phishing attempts and security breaches.

4. Always Use 2FA

You have likely come across the phrase “two-factor authentication” before. It’s a great alternative to using a complicated password. How does it work?

Entering your inbox requires you to enter your password and then confirm it with a code sent to your mobile device. Without the second piece of information, you will be unable to access your corporate account. This prevents unauthorized access to your mailbox and, therefore, your sensitive information.

Two-factor authentication (2FA) can be enabled on services like Google and Apple. Your identification may be checked each time you access these services via a login. Once every few weeks or months is the norm for services that demand 2FA.

5. Create More Secure Passwords

Make sure that the company’s employees create secure passwords to their corporate accounts,  utilizing both characters and numbers.

Additionally, ask them to avoid any terms or phrases that are easily guessed. The greater the degree of randomness, the better! It is recommended by the FBI to use longer “passphrases” rather than one word. In order to do this, you will need to combine various words into a string that is at least 15 characters long.


The significance of protecting the company’s mailbox cannot be over-emphasized. The business owner has responsibilities not only to themself and their employees but also to customers and investors.

There is probably critical data that needs to be guarded. It could be anything from a bank account number to a customer list. A cybercriminal gaining access to this data could spell disaster for your business.

By staying cautious and applying the email security best practices that we have discussed above, however, you should be well on your way to security!

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