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How To Ensure Email Safety And Protect Your Company

Email is a crucial part of modern communication and is used by billions of people around the world. However, it is also vulnerable to a variety of threats, including spam, phishing, and malware.

In this article, we will explore some of the ways you can ensure email safety and protect yourself and your organization from these dangers.

Why Do Companies Need To Be More Careful Regarding Email Safety?

There are several reasons why companies need to be particularly careful about email safety. First and foremost, email is a primary mode of communication for many businesses, and a security breach or data loss through email can have serious consequences, including financial losses, damage to reputation, and regulatory fines.

In addition to the risks of spam, phishing, and malware that individuals face, companies also have to worry about targeted attacks, such as business email compromise (BEC) and CEO fraud, which are specifically designed to trick employees into transferring money or sensitive information. These types of attacks can be particularly damaging because they are often carefully crafted and difficult to detect.

Another common reason companies need to be careful about email safety is the increasing amount of sensitive and confidential information that is transmitted through email. This includes financial data, customer information, and intellectual property, which can be valuable to competitors or hackers. Protecting this information is essential for maintaining the trust of customers and for complying with data protection regulations.

Companies also have a responsibility to protect the personal data of their employees. This includes ensuring that employee email accounts and communication are secure and that employees are aware of the risks and best practices for email safety.

Email safety is an important concern for companies of all sizes, and taking steps to secure email communications and protect sensitive information is crucial for mitigating risks and maintaining the trust of customers, employees, and other stakeholders.

How To Ensure Email Safety in Your Company?

Be Cautious With Spam Emails

One of the most common email threats is spam, which refers to unsolicited and unwanted emails. Spam emails can range from harmless marketing messages to dangerous phishing attempts, and they can clog up your inbox, making it difficult to find important messages.

To reduce the amount of spam you receive, you can use spam filters provided by your email provider or install a third-party spam blocker. You can also help reduce spam by not responding to or opening emails from unknown senders and by not clicking on links or downloading attachments from unfamiliar sources.

Ensure Secure Transfer Of Emails With SSL

Setting up a Secure Sockets Layer (SSL) for email can help ensure the security and confidentiality of your email communications. SSL is a technology that provides a secure connection between a client (such as a web browser) and a server (such as a website).

It does this by encrypting the data transmitted between the two parties, making it difficult for anyone to intercept and read the transmitted information.

In the context of email, SSL can be used to encrypt the connection between your email client (such as Microsoft Outlook or Gmail) and your email server. This is important because email is often transmitted over public networks, which can make it vulnerable to interception.

Megan Arkis CTO of ICRFQ says, “Using a Secure Sockets Layer (SSL) or Transport Layer Security (TLS) to encrypt your email conversation is one technique to assure email security. This makes sure that someone other than the intended receiver cannot intercept and read the email”

By using SSL, you can ensure that your email communications are protected and that only the intended recipient can read the contents of your emails.

Check For Phishing Links In Emails

Phishing is another common email threat that involves attempting to trick you into revealing sensitive information or login credentials. Phishers may send you fake emails that appear to be from legitimate sources, such as your bank or a government agency, and ask you to enter your personal information or login to a fake website.

In order to protect yourself from phishing attacks, it is important to be cautious when receiving emails from unfamiliar sources and to verify the authenticity of any requests for sensitive information. You can also use two-factor authentication to add an extra layer of security to your accounts.

Pay Extra Attention For Malicious Software

Malware is another potential email threat that can cause harm to your computer or network. Malware is short for “malicious software,” and it can take many forms, including viruses, worms, and Trojans.

These types of malware can be transmitted through email attachments or links and can infect your computer or network, causing damage or allowing attackers to gain access to your personal information.

It is important to be cautious when opening attachments or clicking on links in emails, and to use antivirus software to scan for and remove malware from your computer.

Have A Strong Passwords & 2FA Policy In Your Company

In addition to general email safety tips, there are also some specific measures you can take to ensure the security of your email accounts and messages. One important step is to use strong, unique passwords for each of your email accounts.

Derek From SkillsTG said ”Our email safety as a company revolves around two-factor authentication and frequently changing our email passwords. We send out new email passwords for our employees every month.

Passwords can be misplaced or phished. Apart from the passwords, we also ensure that every employee has enabled two-factor authentication for personal email addresses. 2 Factor Authentication resolves threats that come with compromised passwords or data leaks.

Avoid Public Networks If Possible

An important aspect of email safety is being aware of the potential risks of using public Wi-Fi networks to access your email. Public Wi-Fi networks are often unencrypted, which means that anyone on the same network can potentially see the data you are transmitting.

For privacy & safety, you should avoid accessing sensitive information or logging into secure accounts while using public Wi-Fi, and you should use a virtual private network (VPN) to encrypt your internet connection when possible.


In conclusion, email is a crucial part of modern communication, but it is also vulnerable to a variety of threats. By following best practices for email safety, such as using spam filters and strong passwords, being cautious when opening attachments and clicking on links, and using encryption and VPNs, you can protect yourself and your organization from spam, phishing, and malware attacks.

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