Just try to conduct business without email. Baby Boomers remember how it was done and some of the elders of Generation X, but it is essential for business today. It’s also a prime target for cybercriminals, and their attack strategies and tactics are increasing in sophistication. This means enhancing your email security has never been more critical.
95% of IT professionals say cyberattacks have become more sophisticated. Over half (51%) have already seen AI-powered attacks in their organization.
You have to take proactive measures if you want to protect your sensitive information and prevent unauthorized access and maintain communication integrity. Here are six simple steps to enhance your email security.
If you have great IT Support with either an in-house IT services department or an outsourced IT company – or better yet, a Managed IT Services firm – they can easily set all this up for you, if they haven’t already.
1) Create Strong Passwords
In our IT Support LA blogs, this necessity comes up at least every couple of weeks, because passwords are the first line of defense for your email accounts. A weak password is like an open invitation for cybercriminals. To enhance your email security, use strong, unique passwords that are difficult to guess. Please check out our article on this site titled Creating Strong Passwords.
Make your Passwords Complex
Always include a mix of:
Letters (both uppercase and lowercase)
Numbers
Special characters ($, @, & etc.)
Do NOT use common words or phrases. Also, avoid easily guessable information like your name or birthdate. A complex password makes it harder for attackers to gain access to your email account.
Install a Password Manager
Remembering even a few complex passwords can a challenge. A password manager helps you generate and store unique passwords for all accounts. With a password manager, you only need to remember one master password. This simplifies the process while enhancing security. Plus, when you go to an app or online account that requires a logon, a window will pop up asking if you want to use your stored password, simplifying the process.
Do NOT Reuse Passwords
When you reuse passwords across many accounts, you just make things easier for hackers. If they crack one, they have them all – it’s like a fire sale on your information. Make sure each of your email accounts has a unique password. This prevents a single breach from spreading.
2) Enable Multi-Factor Authentication (MFA)
Encouraged by every cybersecurity professional, MFA, or at least two-factor authentication (2FA) adds an extra layer of security to your email accounts. Even if someone gets hold of your password, they won’t be able to access your account. They would need the second factor of authentication to do that.
Select an MFA or 2FA Method
The most common MFA/2FA methods include SMS codes, authenticator apps, and hardware tokens. SMS codes send a verification code to your phone, but you can also have codes sent to you via email. Authenticator apps generate time-sensitive codes on your device. Hardware tokens provide physical devices that generate a code. Choose the method that best suits your needs.
Institute MFA/2FA for All Accounts
Enable MFA/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) View Email Attachments and Links with Suspicion
Email attachments and links are THE most common vehicles for malware and phishing attacks. Clicking on a malicious link or attachment can give attackers access to your system. Exercise caution to protect your email security.
Don’t Automatically Trust - Verify the Sender
Before opening an attachment or clicking on a link, verify the sender’s identity. If you receive an unexpected or strange email from someone you know, contact them. 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.
Always Scan Attachments
Use antivirus software to scan suspicious email attachments before opening them –This helps detect and block any 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. The exception may be when you speak or IM with an associate and they say they are sending a link or attachment and it shows up shortly.
Never EVER Click on Suspicious Links
Users clicking blindly on email links or attachments is a nightmare for cybersecurity providers. Be wary of links that seem out of place or too good to be true. Hover over the link to see the URL before clicking. If the URL looks suspicious or unfamiliar, don’t click on it. Instead, navigate to the site directly through your browser.
4) Make Sure Your Email Software is Regularly Updated
You can set updates and patches to be performed automatically (see below). Software updates often include security patches that address vulnerabilities in your email system. Make sure that when email software updates are available, they installed immediately. This ensures you have the latest protections against known threats.
Enable Automatic Updates
Automatic updates save you time, and most email clients and operating systems offer them. Enable this feature. It ensures your software stays up to date without requiring manual intervention. Automatic updates reduce the risk of missing critical security patches.
Check for Updates Regularly
It’s good to manually check for updates - even with automatic updates enabled. This ensures you don’t miss any important security patches. It also helps keep your email client running smoothly and securely.
5) Encrypt, Encrypt, Encrypt!
You can easily set up encryption for your emails, and it will add a layer of protection to your emails. It encodes the content, making it readable only by the intended recipient. This ensures that even intercepted email information remains secure.
When you are sending sensitive information via email, using encryption is advisable. 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.
Inform your Recipients
Make sure recipients know how to decrypt emails when you’re sending them encrypted. Provide clear instructions about how to access the encrypted content securely.
6) Monitor Your Email Activity
Detecting suspicious behavior early can only happen if you regularly monitor your email activity. By keeping an eye on your account, you can take swift action if something seems off.
Review Account Activity Regularly
On a regular, ongoing basis, it’s imperative to review your email account activity. This includes login history and devices connected to your account. If you notice any unfamiliar activity, change your password immediately and investigate further.
Institute Activity Alerts
Take advantage of your email settings: many email providers offer activity alerts that will notify you of unusual login attempts or changes to your account settings. Enable these alerts to stay informed about your account’s security status.
Suspicious Activity Requires a Quick Response
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.
Frequently Asked Questions
Is MFA or 2FA better?
MFA is technically more secure than 2FA. MFA allows a user to use more than one type of authentication method, whereas 2FA only allows you to add one type of authentication factor on top of your username and password.
What is the strongest authentication factor?
Biometric (fingerprint, retinal scan) and possession-based authentication factors (a security key, mobile phone, or smart card) may be the strongest means of securing a network or application against unauthorized access.
Can a password manager be hacked?
Anything can be hacked, even password managers, as evidenced by the LastPass breach in 2022.
Can I set an alert for an email in Outlook?
Absolutely. Follow these steps: “Go to "File" > "Options" > "Trust Center" > "Trust Center Settings". Under "Programmatic Access," choose to be warned about suspicious activity when your antivirus software is inactive or out-of-date.
Depending on your needs, you can set the alert level to "Warn me about suspicious activity" (default), or "Always warn me about suspicious activity" for maximum security (preferred). Stay away from “Never warn me about suspicious activity" (not recommended) – unless you are an unwise person.
How secure is your network?
As a reputable member of the IT Support Los Angeles community since 2002, IT Support LA offers a FREE, no-risk network and cybersecurity assessment. It is a non-intrusive scan that allows us to deliver a comprehensive report that is yours to keep. No strings, and no obligation to ever use our Managed IT Services.
The best defenses are expert cybersecurity to protect your data from theft, and a top-notch Managed Services Provider (MSP) to ensure continued reliability and defenses against newly emerging threats.
With our 100% Money Back Guarantee in writing, we offer a risk-free way for prospective clients to try us out. Because we do not require a ‘hard’ contract, our clients can fire us at any time with 30 days’ notice. We have to be good.
Among the Managed IT services we provide:
IT HelpDesk Service
Onsite IT Support
Cybersecurity
Cloud migration and management
Email migration services
Backup and disaster recovery
VoIP phone systems
IT disposition and recycling
Office moves
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IT Support LA is an award-winning Managed Services Provider (MSP):
o 3 Years awarded Best IT by the Small Business Expo
o Awarded 2nd best company of any type in the US by the Small Business Expo SB100
o Awarded Best IT Support in California by Channel Futures
o Winner of Best IT in Los Angeles by Channel Futures
o Listed as one of the world’s Top 501 MSPs by CRN and in the top 250 in the ‘Pioneer’ listing
o 4 years listed as one of the Top 501 MSPs in the World by Channel Futures
o Listed as #21 MSP in the World in Channel Futures NextGen 101
o Globee 2021 Bronze Award winner for Chief Technology Officer of the Year
o Globee 2022 Gold Award winner for Chief Technology Officer of the Year
o Named one of 2022’s 50 ‘Best’ businesses in California by UpCity
o Named Best of IT winner by UpCity
o Winner of Local Excellence Award for 2021, 2022 and 2023 by UpCity
o Named Best of Cloud Consulting winner by UpCity
o Certified as Top Managed Services Providers and Cybersecurity Pro by UpCity
o Named Best IT in Los Angeles by Expertise.com.
Want Expert Email Security Solutions?
Email security is essential for protecting your personal and professional information. We have solutions that can effectively reduce the potential for email compromise as well as reduce phishing risk.
Contact us today to schedule a chat and take advantage of our FREE no-risk network and cybersecurity assessment.
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