Best Practices to Secure Your Organizational Email Communications

Here are some of the crucial steps that all organizations can employ to defend against cyber threats through email:

• Integrate two-factor authentication:

   Two-factor authentication is recommended for all email accounts to ensure your data is secured from malware and cyberattacks. Username and password login is often insecure due to the reuse and weak passwords, making it vulnerable to data breaches. In this security service, users who need to access the email must authenticate their identity through passwords and approval sets on both email and mobile devices. The benefit of 2FA is that even if one of the factors is compromised, say someone knows your password; even then, your account is usually still protected. It makes it much more difficult for an attacker to gain access of the email. Once the user logs into the email account by adding the correct password, a code, link, or push notification is sent to another registered mobile device specific to the individual to confirm the authenticity. This helps in confirming the identity of the right person who is trying to log in. This method of authentication also prevents simultaneous logins from the same account.

• Safeguard your email content with PKI-based data encryption:

  If you want to fully protect your email content, you need to encrypt both content and attachments while they are under transit or in the inbox. Generally, common email platforms like Google and Outlook don't have any in-build email encryption services, making them prone to attacks. However, these platforms support third-party encryption services like GlobalSign Secure Email, which helps to fill the corporate email security gaps. Our services provide an immaculate user experience and are extremely easy to use. It becomes a part of your regular workflow by encrypting emails and files directly. Our solutions work by giving you total control over who gets to see, print, and download your documents. These essential document security abilities should be a component of any third-party encryption service you choose. 

• Never open an un-trusted attachment:

  Attachments are the most common medium to spread malware into your system. Any malware can easily capture your personal information and can even paralyze your machine. Once you open any attachment from an untrusted source, it will get downloaded into your system and can embed any program in it. These generally come in strange or zipped file format, but sometimes, you may see these in files like .jpg or .pdf formats too. Thus, only open files that you are expecting and are from any trusted source.

• Periodically review your security and privacy settings:

   You must audit your settings every month or so. Take a moment to check your security and privacy setting in Gmail or Outlook or any other platform that you are using. Set up a two-factor authentication system and block or unsubscribe emails you aren't aware of or from an unauthorized or unrecognized source.

• Use a strong email password:

  All email accounts need a really strong password that adheres to the guidelines, and of course, that you can remember. You can use common password management tools and avoid writing it on untrusted files or hard surfaces. Thus, the easier your password is, the more likely they unsafe. The most common guidelines that you must follow while creating a password are:

  • Use both upper- and lower-case letters.
  • Include numbers and special characters.
  • Use phrases instead of words.
  • Avoid using birthdays, student IDs, hometowns, or anything else personal in the password.