email security tips for employees

Email security tips for employees ,Did you receive that rough email? You know, that malicious hacker tried to trick us into clicking some malicious software? Children, these criminals are ruthless. Wait, what? Did you click? Oh oh.

A hypothetical scenario, but it is happening every day in organizations around the world-this is a very real scenario that provides a good reason to delve into the topic of email security. Here are some better reasons:

  • E-mail is one of the most commonly used communication tools for enterprises and one of the most vulnerable tools.
  • Complex email phishing attacks are one of the biggest cyber security threats.
  • Phishing attacks account for more than 80% of reported security incidents and are estimated to cause a loss of $17,700 per minute!
  • Malicious hackers even use events such as the COVID-19 pandemic to run email scams; for example, pretending to be from the World Health Organization or CDC and trying to click a fake link.

Such black hat activities continue to plague companies because email is a treasure trove of valuable information. Of course, the scope of email security goes far beyond phishing and its variants. Strong email security also needs to guard against spam, viruses, ransomware, and email leaks involving the theft of passwords, attachments, and sensitive information.

Read on to learn some tips and strategies for ensuring email security.

Email security tips for employees

email security tips for employees

  1. Beware of complicated email phishing schemes

We haven’t warned you about phishing; it’s not a good deal. Email threats have existed for decades, but these threats are still evolving and becoming more sophisticated. Different types of phishing attacks include:

  • Spear phishing: targeting specific individuals instead of sending emails to thousands
  • Vishing: Use a similar strategy but target users by phone instead of email
  • Smishing: Use SMS/SMS to deceive unsuspecting people

Whaling: Targeting “whales”-important people who have access to more information assets, such as company CEOs

Then comes the commercial email intrusion (BEC) scam, where email sent by criminals looks like a legitimate request from a legitimate source (such as a supplier, colleague, or supervisor you often work with). The FBI called BEC fraud “one of the most economically destructive online crimes.” Scammers may trick email accounts or websites in slightly different ways to trick people into thinking they are real. Examples include coupons for free products, saying that your account is suspended and you must pay, asking you to confirm personal information, warning you of suspicious activity on your account, etc.

  1. Learn what to look for and tactics to help ease the way.

Fortunately, cybercriminals are not always the brightest light bulbs, and they often leave clues for their tricks. They are usually not as blatant as dummies who sit on a pile of gold and offer to share with you in exchange for your bank account and routing number, but there are definitely some dead giveaways. These include:

o Typos -Some malicious hackers have lower English proficiency; however, others may include typos for some reason-review their scores. According to cybersecurity consultant Joseph Steinberg, scammers may “insert enough clues into their information to prevent anyone who is not credulous enough to respond and eventually become victims of scams.” The idea is that they are not good at detecting. People who make typos may be more likely to be fooled. Either way, please avoid opening any emails from the US (sic) government.

o Unusual URLs — Scammers sometimes enter fake URLs to make it appear to connect to or provide information from a respected organization. However, if you hover over the link, you can usually confirm whether it is legitimate.

o Other clues-here are some useful tips on sniffing fake emails:

  • Sender’s e-mail Mailing address does not match the business
  • The email contains multiple requests to click on the link
  • The footer contains a slightly different company name
  • Syntax errors and mixed case in the title
  • Poor layout/format
  • Request for personal information

Can you spot phishing emails? You can take online quizzes to test your knowledge.

  1. Download carefully

File attachments are a popular place for crooks to hide computer viruses and other types of malicious software. According to, “unsolicited emails contain hacker-like attachments”. “Typically, real organizations won’t send you emails with random attachments, but will guide you to download a document or file on their own website.” Therefore, unless you are sure they are legitimate, it is best to avoid opening them. Appendix.

  1. Don’t click on links from companies or individuals you don’t know

This should go without saying, but if you are not sure about the sender of the email or the link they are trying to share with you, please don’t click. Even if you know the sender or email looks legitimate, it’s always important to be careful.

  1. Best Practices for Using Passwords

Most people know that they should use strong passwords and protect them carefully; however, bad password practices are still rampant. In a recent poll of 3,250 people worldwide, 91% said they knew that using the same password for multiple accounts would pose a security risk, but 66% said they were “primarily” or “always” this way.

For strong passwords, stay away from obvious words or phrases. The more random the better! In addition, use numbers and characters. The FBI recommends using a longer “passphrase” instead of one word. This involves concatenating several words into a string of at least 15 characters.

“Contrary to conventional wisdom, experts now say that you don’t need to change your password regularly,” according to a better password hint provided by the Consumer Reports article. However, if the account is hacked or your password is leaked in a data breach, you need to change it.

  1. Beware of excessive sharing

All kinds of personal information-even the name of your dog or cat, the school you went to, your birthday and family information, etc.-can be used against you, but most people think that this information is shared on social media It doesn’t matter. It may seem harmless (usually); however, malicious hackers use this type of data to try to guess passwords or establish personal connections in fake emails.

  1. If you have any questions, please call to verify

Some emails may require you to verify your personal information by clicking a link, and the email request may even appear to be legitimate. But keep in mind that most companies will not ask you to provide personal information via email.

Therefore, if you are not sure, just call the person or company behind the email to confirm its legitimacy. Then, if it is a scam, combat email fraud by reporting it to a government agency, which uses this information to track ongoing patterns of combating email fraud.

  1. Update or install anti-virus software

Okay, it’s time to discuss technical solutions—especially antivirus software that helps protect individuals and organizations from viruses, spyware, malware, phishing attacks, spam attacks, and other online threats. The following are reviews of some of the top antivirus solutions from TechRadar and PCMag.

  1. Use encryption software

The exchange of sensitive documents or financial information via e-mail brings certain risks. This is because most emails are transmitted in plain text and are not well protected when transmitted between servers. This is why many organizations use email encryption software.

Tech Target, which describes encryption software, stated: “The content of the email and its attachments may be intercepted and read by an attacker on the way between the sender and the receiver (not to mention the archived emails stored on the server). “As a “specialized security technology used to protect the confidentiality and integrity of emails and attachments during transmission or storage.”

Email encryption can provide valuable protection in any industry, but it is a requirement of other industries. For example, medical records and government data are examples of information that must be encrypted before being shared.

  1. Implement email archiving solutions

Many businesses–especially those that must retain e-mail communications to comply with regulatory requirements or may need to access eDiscovery in the event of possible litigation–use e-mail archiving solutions to save and provide instant, searchable access to archived e-mail communications access.

Fingerprint access to company emails can also help track potential email security issues. For example, an email archiving solution enables you to search all company emails within a specified time frame, such as the term “password”, and see how many times people share such sensitive information. This will give you a good understanding of where your employees stand on email security and whether they need cyber awareness training.

Archiving solutions create automatic backups of all e-mail communications, which helps to ensure your e-mail security in the event of technical or system issues that do not involve external interference.

  1. Back up important information and data

o You may take all measures to prevent email phishing attacks, but the reality is that they still happen, especially because we use email so frequently.

o In 2020, approximately 4 billion emails will be sent and received worldwide.

o To be prepared, you should back up everything you can do. Even better, invest in an email archiving solution that will automatically back up all email communications, your contacts, calendar items, and other related data. This is also helpful if you need to search emails before and after a data breach to see the types of information that may have been leaked.

  1. Implement security operations center

Protecting your email is only part of the huge network security landscape. Large organizations may want to take the overall picture into consideration and consider implementing a Security Operations Center (SOC), which refers to a team of cyber security professionals responsible for monitoring your environment, identifying potential threats, and developing an action plan to eliminate them.

Ensuring that your email is safe and secure doesn’t always seem worthy of being a top priority. But for organizations of all sizes in all industries, implementing strong email security protocols is an essential preventive measure.


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