April 10, 2023

Last Updated on April 10, 2023 by Jacques Wong, B.Sc.

As a small business owner, you understand the importance of keeping your company secure. 

This is especially true when it comes to protecting your email account from cyber threats. 

Email security should be at the top of your priority list as hackers are constantly finding new ways to gain access to personal and business accounts. 

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To ensure that your emails remain safe, here are some best practices for small businesses owners to follow in order to protect their inboxes from malicious attacks. 

By following these tips, you can rest assured that all of your sensitive information will remain secure and out of reach of potential hackers.

Implement Strong Passwords And Two-Factor Authentication

The first step in keeping your email account secure is to implement strong passwords that are difficult for hackers to guess. It’s important to use a combination of upper and lowercase letters, numbers, and symbols in order to make your password as secure as possible.

Using two-factor authentication provides an extra layer of security for your email account. 

Two-factor authentication requires you to enter a code that is sent via text or email after you have entered your password, providing an additional step for hackers to take before gaining access to your account.

Utilize Email Encryption

Encrypting your emails is a great way to keep them safe from potential hackers. This means that any messages sent or received will be converted into an unreadable code, making it nearly impossible for anyone but the intended recipient to view the contents of the email. 

There are great email encryption services available online, which can help you easily encrypt all of your outgoing emails.

Regularly Update Your Security Software

It’s important to keep all of your security software, such as antivirus and antispyware programs, up-to-date in order to ensure that you are protected against the latest threats. 

By regularly updating your security software, you can rest assured that any malicious activity targeting your emails will be thwarted.

Be Aware Of Phishing Scams

Phishing scams are one of the most common ways that hackers gain access to email accounts. 

These scams involve sending emails with malicious links or attachments that can infect your computer with viruses or steal personal information. 

It’s important to be aware of these scams and to never open emails from unrecognized senders.

If an email seems suspicious, it is best to delete it immediately without opening any attachments.

Monitor Your Incoming Emails For Suspicious Activity 

It’s important to keep an eye out for any email activity that looks suspicious. 

It’s best to be aware of any unknown senders sending messages, as well as emails containing links or attachments from strangers. 

If you notice anything that seems odd or out of place, it is always best to delete the message and report it as spam. 

By monitoring your incoming emails for suspicious activity, you can mitigate the risk of someone accessing your email account without authorization. 

Don’t Use Public Wi-Fi Networks To Access Your Emails

Public WiFi networks are often unsecure, making them easy targets for hackers looking to gain access to user data. 

Therefore, it is best to avoid using public networks when accessing your emails, as they can be easily infiltrated by cybercriminals. 

If you must access your emails on a public network, make sure to use a virtual private network (VPN) for added security.

Utilize Secure Email Services, Vpns, And Third-Party Authenticators When Possible 

In addition to the tips outlined above, businesses should also utilize secure email services, virtual private networks (VPNs), and third-party authenticators when possible. 

Secure email services encrypt emails at rest and in transit, making it nearly impossible for hackers to gain access to your information. 

VPNs can also be used to securely access public networks.

Third-party authenticators, such as Google Authenticator or Duo Security can be used to add an extra layer of security to your login process. 

Utilizing these additional security measures can help protect your emails from unauthorized access. 

Keep Backups Of All Important Data In Case Of A Breach

Finally, it is important to keep backups of all important data in case a breach does occur. 

By having multiple copies of your emails stored on secure servers and/or external hard drives, you can ensure that you have access to the latest versions of any important conversations or documents in the event of an attack. 

This way, if one version is compromised, you can always revert back to the original. Keeping backups is an essential part of any email security strategy and should not be overlooked. 

Dispose Of Old Emails Regularly 

Finally, it is important to regularly dispose of old emails that are no longer needed. 

By deleting emails that contain sensitive information or conversations that are no longer relevant, you can make sure that your account is safeguarded against potential hackers and data breaches. 

This is especially important for businesses that deal with confidential customer information or other sensitive data. Regularly disposing of old emails can help protect the security of both your email accounts and any related systems. 

Train Employees On Security Practices 

In addition to the tips outlined above, businesses should also take the time to train their employees on security practices related to email usage. 

This should include proper procedures for creating strong passwords, recognizing phishing scams, accessing emails using secure networks, and disposing of old emails regularly. 

By educating employees on these topics, businesses can ensure that all staff members are familiar with appropriate security measures and are best equipped to protect company data against potential threats. 

Final Word

Email security is an important issue for businesses of all sizes and should not be taken lightly. By following the tips outlined in this article, you can help protect your emails from unauthorized access and data breaches. 

From using strong passwords to regularly disposing of old emails, these practices can go a long way towards safeguarding your accounts against potential threats.

Training employees on proper email security procedures can ensure that everyone understands how to properly use secure networks and recognize phishing scams or other suspicious activity. Taking the time to implement these measures now will save you headaches down the line by helping keep your business’s confidential information safe.

Jacques Wong is the CEO and Director of Education at PNC Learning. An award-winning licensed insurance broker with over 15 years of experience in both education and the insurance industry, Jacques is recognized for his expertise and effective communication strategies. He achieved the highest provincial scores on his CAIB* 3 and CAIB* 4 exams and contributes to leading insurance publications. Jacques is dedicated to making insurance knowledge accessible for everyone through his unique approach and online content.

Jacques Wong

 Jacques wong


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