7 Email Security Basics for Businesses

According to the FBI, Business Email Compromise (BEC) scams cost businesses $83.8 million in 2022. Email systems are a prime target for ransomware, phishing attacks, and other email threats for small and midsize businesses, often resulting in severe financial and reputational damage.

Your email accounts are like keys to a vault of sensitive data. Without proper safeguards, they can easily end up in the hands of cybercriminals, opening the door to unauthorized access and costly data breaches.

This article covers seven essential email security best practices to help protect your business, secure sensitive information, and defend against growing cyber threats.

Key Takeaways

• Use strong, unique passwords that include symbols, capital letters, and numbers.
• Add multi-factor authentication as a second layer of defense so cybercriminals cannot access your system, even if they crack a password.
• Equip your team to identify and report suspicious emails to prevent phishing scams.

1. Use Strong, Unique Passwords

Weak passwords remain a common entry point for hackers, making them a significant business risk. They allow cybercriminals to exploit vulnerabilities, leading to unauthorized access and account takeover.

To enhance email security and prevent these risks:

• Use a password manager to create and store complex, unique passwords for each account.
• Avoid reusing passwords across multiple platforms, increasing the risk of account breaches.
• Implement password policies that require a mix of uppercase and lowercase letters, numbers, and special characters.

Strong passwords form the foundation of a secure email system, protecting your business against threats such as business email compromise and attacks targeting sensitive accounts.

2. Implement Multi-Factor Authentication

Multi-factor authentication provides additional protection for email accounts by requiring multiple verification methods to access sensitive systems. This significantly reduces the risk of unauthorized access, even if passwords are compromised.

Microsoft offers easy-to-configure MFA options. Popular methods include:

• App-based authentication, such as Google Authenticator.
• Hardware keys, like YubiKey, for physical confirmation of identity.

Implementing MFA across your business’s email system strengthens defenses against phishing attempts, ransomware, and other cyberattacks. It’s one of the most effective and accessible email security solutions for small and midsize businesses.

3. Educate Employees on Phishing Scams

Phishing scams are among the most common email threats. They target businesses by tricking employees into revealing sensitive information through tactics like impersonation and spear phishing. These attacks can lead to data breaches, ransomware, and other cyber threats.

Practical steps to combat against phishing attacks include:

• Conducting regular security awareness training to teach employees how to identify and report suspicious emails.
• Implementing email filters and anti-phishing tools to block phishing emails before they reach inboxes.

Educating employees is critical, as phishing attacks are often the starting point for more significant security incidents. Empowering your team with the knowledge to recognize and respond to these scams is one of the most effective defenses against cybercriminals.

4. Regularly Update Software and Email Security Tools

Software updates are critical for patching vulnerabilities that hackers often exploit in cyberattacks. Outdated tools expose businesses to malware, ransomware, and other email-based threats. Regular updates ensure your email system has the latest security measures to reduce risks.

Antivirus software, spam filters, and secure email gateways are critical tools for improving email security. These tools provide layers of protection against malicious software and email attacks. 

Configuring cloud email security solutions for businesses using platforms like Microsoft 365 provides strong protection against evolving email threats.

By keeping your email security tools updated, you defend against advanced threats and ensure your business is prepared to counter emerging attack vectors effectively.

5. Limit Sensitive Information Shared Over Email

Email is an inherently insecure way to share sensitive information, making it a common target for cybercriminals. Unencrypted messages can be intercepted during transmission, exposing sensitive data to unauthorized access and potential breaches.

Use secure file-sharing platforms or encrypted messaging apps to transmit sensitive client information instead of email. These alternatives provide an added layer of data protection, ensuring secure communication.

For example, an unencrypted email containing confidential financial details could be intercepted and used for identity theft or fraud. Taking proactive steps to secure email communications protects your business and maintains trust.

6. Set Up Email Encryption

Email encryption ensures that only the intended recipient can access an email’s content, protecting sensitive communications from interception. This process converts email messages into encoded formats that require a specific decryption key to read.

Encryption standards such as S/MIME (Secure/Multipurpose Internet Mail Extensions) and PGP (Pretty Good Privacy) provide comprehensive solutions for securing email content. 

Many email providers, including Microsoft, offer built-in encryption tools to safeguard email communications.

Email encryption safeguards against data exfiltration and supports compliance with regulations like GDPR. This proactive measure is essential for securing sensitive information and defending against unauthorized access during transmission.

7. Conduct Regular Security Audits

Regular security audits are essential for identifying vulnerabilities and addressing gaps in your cybersecurity defenses. These audits enable businesses to proactively discover weak points in their email security measures, reducing the risk of cyberattacks.

During an audit, key areas to evaluate include:

• Outdated software or hardware that may lack critical updates.
• Unused email accounts that could become targets for unauthorized access.
• Misconfigured security settings that leave email systems vulnerable.

How Can Parachute Help Your Business?

Implementing email security best practices protects your reputation, preserves client trust, and secures your bottom line. Phishing attacks, malware, and other email threats put data at risk and jeopardize everything you’ve worked hard to build.

At Parachute, we know how overwhelming it can feel to navigate the complex world of email security. That’s why we’re here to provide SMBs with customized, reliable solutions that empower your business to thrive securely.

Don’t leave your email system vulnerable. Contact us today for a consultation and take the first step toward building a safer, more resilient business. Let’s secure your future together.