Email is one of the most used communication tools for businesses and, by extension, a prime target for cybercriminals. With cyberattacks constantly increasing in sophistication, it is critical to have strong email security to keep your communications secure. So, how do you protect your email?
1. Use Strong, Unique Passwords
Passwords are the first line of defense for any of your online accounts, including your email accounts.
Create Complex Passwords
A weak password is practically an open invitation for cybercriminals to hack your account. Email security requires the use of strong passwords that include:
- Letters (both uppercase and lowercase)
- Numbers
- Special characters
Additionally, avoid using common words, phrases, or other easily guessable information like your name, birth date, or publicly accessible details about yourself.
Avoid Reusing Passwords
Using the same password across multiple accounts increases the risk of them being hacked, since if one account gets compromised, all the accounts using the same password are instantly vulnerable. Ensure each of your email accounts has a unique password to prevent a single breach from spreading.
Use a Password Manager
So, using simple passwords is a terrible idea, and using the same password for multiple different accounts is a terrible idea, but it can be quite challenging to remember several complex passwords. A password manager can help you generate and store unique passwords for all your accounts so that you only need to remember one master password.
2. Enable Two-Factor Authentication (2FA)
Two-factor authentication (2FA) is one of the best ways to add an extra layer of security to your accounts. With 2FA enabled, even if a hacker gets ahold of your password, they won't be able to access your account without the second factor of authentication. There are a few common forms of 2FA, such as SMS codes sent to your phone and authenticator apps or hardware tokens that generate limited-time codes. Choose the method that best suits your needs, and then enable 2FA on all your accounts. Most email providers offer this feature, and setting it up usually takes just a few minutes, significantly improving your email security.
3. Be Cautious with Email Attachments and Links
Email attachments and links are common vectors for spreading malware through phishing attacks. Clicking on a malicious link or attachment can give attackers access to your system, so it's vital to exercise caution and follow cybersecurity best practices when interacting with emails.
Verify the Sender
The first thing you should always do before opening an attachment or clicking on a link is verify the sender's identity. If you receive an unexpected email that asks you to follow a link or download an attachment, even if it appears to be from someone you know, you should contact them. But it's necessary to contact them through a different form than responding to the email that was initially sent in order to confirm it was actually them who sent it. Exercise extra caution for emails from unknown senders, and only engage with the content if you are absolutely certain of its legitimacy.
Scan Attachments
Use antivirus software to scan email attachments before opening them to help detect and block any malicious content before it can harm your system. Many email providers also offer built-in scanning, but it's never a bad idea to have your own antivirus software scan the attachment for an extra layer of protection.
Avoid Clicking on Suspicious Links
Be cautious of links, especially any that seem out of place or present offers that are too good to be true. You should always hover over the link with your mouse to see the true URL the link points to before clicking. Don't click on URLs that look suspicious or unfamiliar; you can always navigate to a site directly through your browser if you need to.
4. Keep Your Email Software Updated
Software updates frequently include security patches that address vulnerabilities in your email client, so it is critical to keep your email software updated with the latest protections against known threats. Most email clients and operating systems offer automatic updates, which you should enable to ensure your software stays up to date without requiring manual intervention. However, even with automatic updates enabled, it's good to manually check for updates to ensure you don't accidentally miss any security patches.
5. Use Encryption for Sensitive Emails
Encryption adds a layer of protection to your emails by encoding the content to make it readable only by the intended recipient, ensuring the email remains secure, even if intercepted by a third party. It is imperative to use encryption when you need to send sensitive information via email. Many email providers offer built-in encryption options, but it is recommended that, for added security, you should consider using third-party encryption tools that offer end-to-end encryption. Remember, if you send sensitive data in encrypted emails, ensure the recipients know how to decrypt the content securely.
6. Watch Your Email Activity
Monitoring your email activity can enable you to detect suspicious behavior early so you can take swift action if something is amiss.
Set Up Activity Alerts
Many email providers offer account activity alerts that can notify you of unusual login attempts or changes to your account settings. Enable these alerts to stay informed about your account's security status.
Regularly Review Account Activity
Review your email account activity on a regular basis, such as login history and devices connected to your account. 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 by changing your passwords. Additionally, you should review your security settings and consider enabling extra security measures such as 2FA.