Cybersecurity for Companies: Top Email Security Practices

There is nothing quite like your never-ending email inbox at work. So and so is asking for a file you sent them days ago, meeting invites and important project discussions all vying for your attention. While email is still a top contender for communication at work, it was not originally set up to be secure. Cyber security for companies is important, and email cyber attacks tend to be the easiest way in. 

Luckily, there are many different ways your company can protect itself with these email security practices, recommended by our IT experts. 

Encrypting Emails

The main line of defense for email safety is encryption. Encryption is the process of turning plaintext into ciphertext. This is another added layer to email security. If someone tries to intercept the email, encryption makes it unreadable. 

There are two main types of encryption: in transit and at rest. 

• In-transit encryption encrypts data that is actively moving from one location to another. This helps block man-in-the-middle attacks, so most email services provide this type of encryption. 
• At-rest encryption converts sensitive information into random text that can only be converted back by using a decryption key. 

Preventing Phishing Attacks: A Key Element of Cyber Security for Companies

We will talk more about training staff on email security in a moment but we wanted to highlight phishing awareness first. Phishing is the most common way an attacker tries to infiltrate your network. Cybercriminals have become masters at spoofing emails to look like they are from a trusted company or organization. At first glance, the email seems legitimate. However, if you take a more thorough look at it, there are generally misspellings or even the use of international symbols. This is a dead giveaway that it is a phishing email. (Note that as AI is used more and more to generate phishing emails, the grammar and syntax will start to improve.) 

If an email looks suspicious or offers information that’s too good to be true, do not click any links in the email or download any attachments. Typically, links in a phishing email will either install malware or take you to a site where you’re asked to enter all sorts of personal details. 

Emailed attachments may directly install malware on your device. Don’t trust any attachments unless you know who sent them. And remember, cybercriminals are getting more and more savvy: Even if you know the person sending the attachment, if you’re not expecting it, proceed with caution. Try reaching out to the person directly with a new email to their correct address, asking if they sent you a file or photo.  

Strong Passwords and Multi-Factor Authentication

Up until fairly recently, strong passwords used to mean a long complex set of characters, numbers and symbols. Unfortunately, passwords made up of a lot of random letters, numbers and symbols are generally impossible to remember, so people write them down in unsecure places like on sticky notes or even in a word document. The current thinking is to use passphrases instead. These are simple, easy to remember phrases but are much harder for hackers to obtain. For example macaNdChe3seisyumMy is much more secure than it looks. 

By now, most companies require users to use multi-factor authentication to log in. Multi-factor authentication (MFA), sometimes known as two-factor authentication, adds an extra layer of security. MFA either uses a biometric scan (like Apple’s FaceID) or sends a code to your phone or email to achieve authentication. MFA is almost 100 percent effective at blocking hackers from gaining access. Hackers will either need access to a phone or a person to gain access. 

Avoiding Public Wi-Fi: A Best Practice for Cyber Security for Companies

Public Wi-Fi is hardly secure, making it an easy place for cybercriminals to access your email. When using public Wi-Fi, make sure you are using a virtual private network or VPN. It is better to be overprotective of your sensitive data in this case than underprotective. 

Implementing Email Security Tools: Fortifying Your Strategy

There is a wide variety of tools available to further protect your company’s email accounts.  

• Sender policy framework or SPF will verify the email’s source, the email will then only be delivered if it was sent from the domain it claims to be from. 
• Domainkeys identified mail or DKIM prevents emails from being spoofed by using asymmetric cryptography. 

Domain owners can use domain-based message, authentication and conformance (DMARC) to specify their DKIM and SPF requirements. 

Log Out Daily: A Simple Step for Enhanced Cyber Security

It is best practice to have your employees log out of their email after finishing their work for the day. If email (or other applications) are logged in and a computer is stolen, it is much easier to gain access to the network. 

Email security should be discussed regularly during other cyber security training. Ensure employees know the latest threats to the email security landscape, regularly test their knowledge with phishing emails and go over the company’s policy on email security. 

Cyber Security for Companies: Hire a Professional

Email is the easiest way for cybercriminals to infiltrate your network, steal sensitive information and collect company data. When boosting security, consider getting help from IT professionals with experience in cyber security for companies. At SynchroNet, we help businesses secure their emails from any unwanted malicious emails. Book a call to enhance your security today.