Email security is crucial for businesses of all sizes, as cyber threats become increasingly sophisticated and common. Because email is the main form of communication for most companies, it’s often targeted by cybercriminals. In fact, studies show over 90% of cyberattacks start with an email. Given these risks, it’s important for every business to take practical steps to secure their email.

Here are clear, actionable steps that businesses can take to improve their email security:

#1. Use Multi-Factor Authentication

Multi-factor authentication adds extra security by requiring more than just a password to access an email account. Typically, this means using a password plus another verification method, like a code sent to your mobile phone. This makes it much harder for attackers to gain access, even if they know your password.

#2. Provide Regular Employee Security Training

Employees can accidentally become targets for cyber threats. Regular training helps staff recognize suspicious emails, avoid clicking harmful links, and know how to report potential threats. Simulated phishing tests are a great way to help employees spot these threats safely.

#3. Use Email Filtering Software

Email filtering software automatically blocks unwanted or harmful emails before they reach your inbox. These systems use smart technology to spot phishing scams, spam, and malware. Businesses unsure of how to set this up effectively can partner with a Managed Service Provider like Horn IT to handle this smoothly.

#4. Encrypt Sensitive Emails

Email encryption ensures that even if your emails are intercepted, they can’t be read without authorization. Businesses should use secure email services or encryption software to protect confidential information such as financial records or customer data.

#5. Set Up Email Authentication Protocols

Protocols like DMARC, SPF, and DKIM are ways to prove emails really come from your business. They reduce the risk of scammers pretending to be your company (also known as spoofing). If this sounds complicated, companies like Horn IT can help set these up quickly and easily.

#6. Keep Email Software Updated

Cybercriminals often exploit outdated software. Regular updates protect your email system from known threats by fixing vulnerabilities. A straightforward way to handle this is to schedule automatic updates or let an IT partner manage this for you.

#7. Create Clear Email Policies

Clear policies tell your team exactly how to handle email securely. Policies should cover things like how to manage sensitive information, guidelines for using email responsibly, and steps for reporting suspicious emails.

#8. Secure Mobile Devices and Remote Email Access

As more employees work remotely, securing mobile devices becomes critical. Make sure devices have secure passwords, encryption, and remote wipe capabilities in case they’re lost or stolen. Horn IT and similar providers can help manage mobile security effectively.

#9. Regularly Backup Your Emails

Backing up emails regularly helps ensure your business can quickly recover in case of data loss due to attacks like ransomware or technical failures. Backups should be stored safely, and it’s essential to test these backups regularly to confirm they’re working properly.

#10. Use Email Archiving Tools

Email archiving tools store emails safely and efficiently, making it easy to retrieve important messages later. Archiving can also help your business stay compliant with data retention regulations and manage storage effectively.

#11. Monitor Email Activity

Monitoring your email systems helps detect unusual activity early. Tools can alert you to suspicious behaviors or policy violations quickly, allowing immediate action. An MSP such as Horn IT can set up monitoring and manage alerts efficiently.

#12. Enforce Strong Password Practices

Strong passwords are fundamental to email security. Businesses should encourage employees to create strong, unique passwords and consider using password managers, which securely store and manage these passwords without risk.

Final thoughts

By taking these practical steps, businesses significantly improve their email security. While no single solution guarantees total protection, combining these approaches creates strong defenses against common threats. For assistance setting up or managing these email security measures, a professional MSP like Horn IT can offer comprehensive support tailored to your business needs.