Email has evolved into the backbone of business communications. But, as with anything popular, email has become a hacker hotspot. A breach affecting your email messages puts the information you and your employees share at risk.
But hackers aren’t your only email threat. An email can be misdirected or forwarded to a third party without your knowledge. That’s why you should be cautious about sharing information via email.
In some cases, email is the only option. In those cases, you can secure your messages. While none of these methods are foolproof, there are some ready-made solutions that can help safeguard your messages.
Select a Reliable Email Provider
Entrusting your data to an email service provider is a big deal. If you use a cloud service, someone else is driving. Check the security policies of any services you use and keep up with any changes.
It’s likely that a widespread security issue will make the news if you use Gmail. Also, Gmail notifies you of suspected account breaches. If you receive such a notification, take immediate action. In addition, Google provides a comprehensive list of its policies on its Privacy and Terms page.
Carefully Forward and Reply to All
Forwarding and replying to all can be convenient, but it can also be disastrous. You could, for example, forward an email replying to a sensitive message. If you reply to everyone, you might miss someone who doesn’t need to know what you’re saying.
Make it a habit to check the recipient list before sending an email. Be mindful of business email etiquette when replying to all. A constant barrage of “replies to all” can seriously disrupt work.
Vet Third-Party Providers
If you use third-party hardware or software, you should be aware of their security practices. If you use a smartphone to check email, look into the policies of Apple, Android, Verizon, AT&T, and other providers.
This includes any messaging solutions you use. Shift, SaneBox, and Gmelius are transparent about security. If a provider cannot provide details, contact them to confirm before signing up.
Avoid Malware and Phishing
Hackers’ attempts have become more sophisticated. Phishing is one example. A phishing email looks legitimate and asks you to click a link to enter account information. The email and website can be designed to look like popular banking, shopping, and other platforms.
Email attachments also pose a hidden threat. A virus is downloaded to your device when you click on an attachment.
To avoid phishing, go to the site directly rather than clicking the link in the email. You can avoid malware by using up-to-date antivirus software and not opening attachments unless you expect them. Knowing the risks can help you avoid them.
Have a Breach Plan
You should have a strategy to protect your infrastructure in addition to a cybersecurity policy. To begin, ensure you have software and firewalls in place to stop a breach. But you should also have a plan in case of a breach.
In most cases, a third-party provider hosts and manages your network. It may be as simple as requesting the information, reviewing it, and adding what your team should do in the event of a breach.
No security breach is 100% preventable. There are steps you can take to reduce the risk of this happening, such as implementing email security procedures. Keep revisiting those measures to update them if anything has changed since you wrote them.