Three Best Practices for Email Security

Every business must invest in data protection processes. Encryption and password management are just two examples of best practices. But unfortunately, these processes are only half the solution. For example, many companies fail to implement cloud-based email protection, resulting in a breach of email security.

Password management

While the on-premise office system once made it easy for organizations to enforce the best cybersecurity practices, today’s workforce increasingly uses personal devices to conduct their work. As a result, not all organizations have the time or resources to install monitoring software. And if an employee forgets a password, the entire business can be ruined. Forrester’s research shows that a password reset is one of every two helpdesk calls. And with an average cost of $70 per password reset, a simple solution is to implement password management software.

The best password management practice for email security involves creating unique passwords for each account. Never use the same password for multiple accounts. Passwords should be complex, not predictable, and not contain personal information or words from dictionaries. Passwords should also be at least 15 characters long. They should not contain your name or any other personal information, such as your phone number or birth date, since hackers can steal such data. Furthermore, passwords should not contain repetitive characters. Longer passwords are more difficult to crack than shorter ones.

If you want to keep your email account secure, implement a password policy. Make sure employees are reminded to change their passwords often. This will make them more likely to keep confidential. Additionally, many systems have built-in safeguards against weak passwords, such as forcing users to change them when they want to access their email accounts. You can also implement a bring-your-own-device policy, allowing employees to bring their devices to work.


Several practices exist to protect your emails. Email encryption is a best practice. Encryption prevents unauthorized people from reading your email, which gives you more control over who reads it. Moreover, it allows you to track who reads your emails and revoke access to those who shouldn’t. In addition, it prevents common threats, such as business email compromise and email-borne malware attacks. Encryption also protects your sensitive information, which is essential for email marketing.

Encryption of incoming emails is a fundamental part of email security. Encrypted messages can avoid malware and spam, while a secure inbox can protect against viruses and other threats. However, many popular email platforms don’t offer enough encryption and only support specific extensions. To protect your emails from all types of threats, you need an email security solution that offers comprehensive visibility and control over your email security defense.

Keeping sensitive data out of the hands of the public is a fundamental part of email security. Unencrypted emails are vulnerable to phishing attacks and other serious data breaches. Instead, employees should send emails in an encrypted ZIP file that uses a complex password. Encryption of emails is the best way to protect your data and prevent unauthorized access to it online. If you’re worried that a malicious party may intercept your emails, you can encrypt them before they leave your office. In addition to encryption, it’s also a best practice to share the password with the recipient.

Two-step authentication

Two-step authentication (also known as two-factor authentication) can help you secure your email account by adding another layer of protection. Although two-factor authentication will never completely protect you from hacking, it will make it much more difficult for someone to access your account. It works by requiring two different types of authentication, such as a password and something you know, such as a PIN or pattern.

To implement two-step authentication, you must create an account. Often, this is done by sending a security code or PIN to a user’s phone. You should have two-factor authentication enabled on all your accounts, but you can opt to disable it for some. Depending on your system, you can choose to enable two-step verification on specific devices or only on the ones you trust.

Two-step authentication requires two factors to gain access to a website or an app. First, users receive an email containing a code that must be entered within a specific timeframe. Your two-factor authentication provider should have global coverage and support multiple mobile networks and country codes. It’s essential to ensure the security of your account and data. If you have any questions, make sure to contact your provider.