Did you know  it has been estimated that in 2020, the number of global e-mail users amounted to around four billion. This number is set to grow to 4.6 billion by 2025. 

The popularity of e-mail has some downsides. There are threats to email use, such as hacking, malware and phishing.

It was recently reported that in 2021, there was an average of 16.5 leaked emails per 100 internet users. In the same year, nearly one billion emails were exposed to hackers.

That is why you need to take steps to protect sensitive corporate information. You also need to reduce downtime and strive for a safe working environment.

Here is our guide to the best practices to safeguard e-mail usage.

8 email security best practices for enterprises

Strong Passwords

Email passwords should be strong and unique. They should contain a combination of uppercase and lowercase letters, plus numbers and symbols. In the case of multiple email accounts, use separate passwords for each one.

Two-factor Authentication

Two-factor authentication is widely recognised as one of the most effective email security solutions available. The process requires two forms of identification to verify a user's identity. For example, a password along with a one-time token on a mobile phone. In this way, two-factor authentication helps to protect against unauthorised access to sensitive email accounts.

Email Encryption

Encryption ensures that emails can only be read by the intended recipient. The content of the email is encoded and can only be deciphered by a person with the right key or code. Email encryption can be carried out through browser plugins, standalone applications, and other client services.

Employee Education

Make sure your employees know about the dangers of hacking and malware. In cases of remote working, they should be cautious about using public Wi-Fi. They should avoid sharing personal details such as passwords or financial information over email. They should be careful not to fall for phishing scams.

Anti-virus and Anti-malware Software

It is important to install robust anti-virus and anti-malware applications. These should be from reputable vendors who have a proven track record. Real-time protection is also an effective way to safeguard information. In this case, your computer and email client are constantly scanned. Malware and viruses can be blocked as they emerge.  

Spam Filters

Setting up spam filters for your email inbox will identify and block unsolicited or unwanted email messages. Some of these can be harmful. To check these, spam filters will analyse the characteristics of incoming emails, such as the sender's email address, subject line, and content. They can also be tailored to prevent specific types of messages and senders from getting through.

Regular Software Updates

Your email client and operating system should be kept up-to-date with the latest security patches and upgrades. Many software vendors work around the clock to identify potential new threats. The upgrades are designed to keep your email and other systems safe.

Security Audits

Regular security audits can identify vulnerabilities and weaknesses in the email client. They can recommend ways to improve security. A typical security audit will test the email system configuration, access controls, encryption, passwords, and spam filters.

To sum up, email security best practices start with strong passwords and employee education, which are crucial for email protection. Further measures, such as two-factor authentication, encryption, and keeping software up-to-date, contribute to enhancing email security. Reviewing security measures will help you stay a step ahead of potential new threats and achieve comprehensive email protection.

One Final Tip

By following the above best practices, we are sure that you can help to keep your enterprise’s email communications secure and protected.

Here is one more tip for those who understand the importance of email security: work with an experienced communications partner.

At Vi Business, we provide a wide range of secure technology solutions. All of them are accompanied by expert service management and support.

When it comes to email security, we offer you the protection that evolves with your business. Our features include:

• Superior threat intelligence.
• AI-based scanning, control and visibility.
• A cloud-based email security platform.
• Advanced analytics and reports.  
• A centralised view via a mobile app and web portal.

You can be sure of a dedicated support system. In case of any issues or queries, we will be there for you 24/7.

To find out more about how Vi Business can help secure your enterprise email, do get in touch with us today.

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