MSPS IT Blog

    Best Practices for Protecting your Email

    Sep 6, 2018 10:53:18 AM kuser1423 data security, security

    Anyone who works in today's workplace understands the importance of cybersecurity. However, when you work with sensitive information like medical records, legal documents, or government information, encryption strategies are necessary, so you can keep your data secure.

    Especially when you’re dealing with highly confidential information, you need to know how to use obfuscation techniques to share data between colleagues and clients. These techniques include using coded text or encryption keys or delivering emails through secure channels.

    The software that businesses use today has made it a little easier for them to encrypt their emails. Companies that work with sensitive information have an ethical responsibility to keep data and emails safe from cybersecurity threats like phishing scams or viruses. 

    The majority of viruses that infect computers come from email attachments, so it's vital that you be careful when you send or receive emails. Therefore, it's imperative that you scan every email attachment you receive before you open them.

    Viruses are difficult to spot because cybercriminals often disguise them as Microsoft Word documents, which can trick those who are less tech literate. Many email clients automatically scan attachments for you, but there are others that require you do so manually. For this reason, you should never click on links in emails from unreliable sources. If you don't trust the sender and the email itself does not look trustworthy, don’t open it altogether.

    Below, we highlight some simple tips for you, so you can avoid any unnecessary stress when you're sending or receiving emails.

    1. When you need to send an email to a large group of people, use the BCC function, so internet spammers cannot access the list. Moreover, if someone includes you in a long list of other CC’ed email addresses, never hit “reply all.” Doing so could make it easier for spammers to get access to your email address.
    1. Every so often, change the password you use for your email account. Setting a strong password on your email account makes it harder for hackers to access that personal information. Use numbers, special characters, and mix upper-case letters and lower-case letters to create passwords that are complicated, and hard to crack. You should also ensure that you use different passwords for different accounts; this will protect you from email hackers. 
    1. Look for spelling mistakes or typos in the subject line and even sender address. Phishing emails are often laden with easy-to-find spelling mistakes; these mistakes are common in phishing emails because spelling and grammar errors make it easier for these messages to get through your spam filter. If you set up your spam filter correctly, they significantly reduce the number of spam emails you receive, although a few can bypass this security function by applying these spelling and grammatical errors.

    Related blog: Are Your Law Firm’s Confidential Client Emails Safe?

    Installing a spam blocker goes a long way toward avoiding these types of traps, though you can also rely on email encryption.

    By default, email providers don't give their users the means to encrypt their messages or attachments, leaving email users at the mercy of hackers, thieves, or even snoops. 

    Email encryption gives businesses a secure method of sending messages that contain sensitive information -- it also gives your clients, or colleagues the means for them to send you confidential information. For example, journalists rely heavily on email encryption to receive confidential information from their sources. Moreover, businesses use it to share classified documents. Lawyers, for instance, use encryption to protect sensitive client and case information secure.

    Keeran Networks' business email hosting solutions offers clients fantastic support, guaranteed uptime, and easy usability. Get in touch with us today if you want to know how Keeran Networks can help you keep your emails safe.

    kuser1423

    Written by kuser1423