Email is a key part of business communication today. As cyber threats become more advanced, businesses that secure email communications can protect sensitive information and maintain their customers’ trust. Overlooking email security could lead to financial loss, legal problems, and reputational damage. But, companies can avoid these consequences by following best practices when at work.

This article, "Top 16 Email Security Best Practices 2024," offers a clear and detailed look at important ways to protect your company’s email systems. It’s designed to empower professionals across industries with the knowledge and tools to defend against cyber threats and make sure your business communications are helping you succeed.

16 Email security best practices

1. Employee awareness training

Making sure your team knows how to help protect against cyber threats is foundational for email security. With human error being a common entry point for attacks, educating employees is a powerful first line of defense.

Strategies for employee email awareness training:

• Conduct regular training: Highlight how to identify phishing emails, the importance of strong passwords, and correct handling of email attachments. Use real-life examples to illustrate potential threats.
• Keep everyone informed: Regularly update your team on the latest cyber threats and security practices. Sending quick updates or holding short meetings can help keep security top of mind.
• Simulate phishing attacks: Simulated phishing exercises can help test and reinforce employee awareness. Discuss the outcomes to enhance learning.

2. Password management

Managing passwords is a best practice used to safeguard email accounts from unauthorized access.

Strategies for password management:

• Use complex passwords: When employees create strong passwords that combine letters, numbers, and special characters, they increase email protection. Staff should stay away from common words or information like birthdays and names that can be easily guessed.
• Use a password manager: Consider adding a password manager system to your tech stack. These tools generate strong passwords and store them securely so employees don’t have to memorize multiple complex passwords.
• Regularly change passwords: Put policies in place that require employees to regularly update their email password. Following recommendations from cybersecurity experts, email passwords should be changed every three months.
• Educate employees: Communicate the dangers associated with reusing passwords across different accounts and stress the significance of creating distinct passwords for individual email accounts. With straightforward education, team members can feel empowered to participate in your company’s email security strategy.

3. Multi-factor authentication (MFA) and 2FA

When companies require two or more verification forms (e.g., a text message code, authentication app, or biometric verification) before accessing an email account, it’s much more difficult for attackers to breach accounts.

Strategies for MFA/2FA:

• Put policies in place: Making MFA or 2FA mandatory for all email accounts within your company strengthens account security. Companies should outline clear policies and procedures for setting up and maintaining these authentication methods.
• Provide support and training: Provide support and training for employees on how to set up and use MFA/2FA. For businesses using Outlook or Gmail, these guides already exist and can be used to supplement in-house resources.
• Promote convenience and security: Security practices are more successful when businesses emphasize the balance between convenience and security. MFA/2FA may add an extra step to the login process, but it’s very important to prevent unauthorized access to sensitive information. Businesses can encourage MFA/2FA adoption by communicating this message to staff.

4. Phishing awareness

Phishing scams are common and involve attackers pretending to be trusted sources to trick people into giving away personal information. Email Account Compromise (AEC) is a widespread phishing scam in 2024 and according to the FBI, “is one of the most financially damaging online crimes,” noting that it “exploits the fact that so many of us rely on email to conduct business.”

Although these scams can do a lot of damage, business leaders and employees can avoid security breaches by being aware of phishing trends and knowing how to spot them.

Strategies for phishing awareness:

• Identify red flags: Businesses should help employees learn how to spot common red flags for phishing emails, such as unexpected requests for sensitive information, misspellings, and unfamiliar sender addresses.
• Verify before clicking: Employees can often avoid phishing schemes by contacting the sender through a different communication channel to verify information requests, especially when emails demand urgent action or sensitive data.
• Use security features: Adopting email security features that identify suspected phishing attempts (e.g., spam filters and email authentication protocols) can help staff identify threats.
• Report suspicious emails: Making it easy for employees to report suspicious emails to your IT or security team provides them with more information to protect against future phishing attempts.

5. Email attachments

Cybercriminals often use email attachments to distribute malware and carry out their attacks. Communicating guidelines and security measures for handling attachments helps to prevent malware infections and data breaches.

Strategies for email attachments:

• Scan before opening: Ensure all attachments are automatically scanned by up-to-date antivirus software before being opened. This reduces the risk of accidentally enabling a cyber attack.
• Establish attachment policies: Businesses can increase security by developing and communicating clear policies for acceptable types and sources of attachments. Attachments with extensions commonly associated with malware (.exe, .scr, .zip, etc.) should be restricted or blocked.
• Educate on risks: It’s important to inform employees about the risks associated with email attachments, especially those from unknown or unexpected sources. Encourage skepticism and verification before opening any attachment.
• Use alternative sharing methods: Promoting the use of secure, company-approved file-sharing platforms for exchanging documents, especially for large files or sensitive information, can minimize reliance on email attachments and reduce the risk of an attack.

6. Hyperlinks and email links

Hyperlinks in emails are commonly used for phishing attacks and malware distribution. Educating employees on the safe handling of email links and implementing protective measures are crucial for keeping your organization secure.

Strategies for managing email links:

• Hover before clicking: Employees can hover their cursor over any link in an email to preview the URL to check for legitimacy before clicking. Businesses should emphasize the importance of scrutinizing URLs for misspellings or suspicious domains that mimic legitimate sites.
• Use link verification tools: Email security solutions that provide link scanning and verification can automatically check links against databases of known phishing sites or scan the linked content for malicious code.
• Encourage direct access: Advise employees to access websites directly through their browser rather than clicking on links in emails, especially for sensitive accounts like banking or corporate logins. This reduces the risk of being redirected to a phishing or malicious site.
• Promote reporting of suspicious links: When companies establish a simple, straightforward process for employees to report suspicious links, it helps IT or cybersecurity teams quickly assess and address potential threats.

7. Separation of personal and business emails

Keeping personal and business email accounts separate can protect against data breaches and improve security. This makes it easier for employees to manage their emails and lowers the risk of business accounts being attacked through personal accounts.

Strategies for enforcing email separation:

• Establish a policy: A good email separation policy will outline the security risks of using personal emails at work and explain the rationale behind the separation. Providing employees with clear guidance on how to use business email accounts helps ensure everyone sticks to best practices.
• Educate employees: Companies should educate staff on the security risks associated with mixing personal and business email use, including the potential for sensitive information to be compromised through personal accounts that are more vulnerable to phishing and spam.
• Provide secure alternatives: Offer secure, company-approved alternatives for file sharing, communication, and collaboration to meet employees' needs while reducing the temptation to use personal email accounts for convenience.
• Regularly monitor and audit: Make sure all staff remember to follow email policies by regularly monitoring and auditing email use. This is a great way to identify and address any breaches of protocol before they lead to security issues.

8. Approved devices

When businesses restrict email access only to devices that meet their high security standards, it minimizes the risk of data breaches and unauthorized entry.

Strategies for device approval policies:

• Define and communicate policies: Clearly outline which devices are approved for email access and make sure all employees are aware of which devices they should be using. Don’t forget to include guidelines for mobile phones, tablets, and laptops.
• Use device management solutions: Utilize Mobile Device Management (MDM) or Enterprise Mobility Management (EMM) solutions to manage and secure email access on company devices. These tools can enforce security policies, perform remote wipes in case of theft or loss, and ensure that devices are up to date with the latest security patches.
• Secure remote access: Employees who need to access email outside the office can use Virtual Private Networks (VPN) and encrypted connections to protect data in transit and reduce the risk of interception.
• Regular security assessments: Businesses should conduct regular security assessments of all approved devices to stay in compliance with security policies and check for any potential vulnerabilities.
• Educate employees on security practices: Remember to provide training on secure practices for using devices to access company email, including the importance of using strong passwords, recognizing phishing attempts, and reporting lost or stolen devices immediately.

9. Email encryption

Email encryption helps protect your organization's communications by preventing unauthorized internet users from reading sensitive information sent via email.

Strategies for email encryption:

• Understand encryption types: Educate your team on the different types of email encryption available, such as Transport Layer Security (TLS) for in-transit emails. Or, end-to-end encryption to ensure only the sender and recipient can read the email content.
• Implement encryption solutions: You can gain peace of mind that email contents are protected by deploying email encryption solutions that align with your organization's security requirements and compliance obligations. This might involve integrating encryption features provided by your email service provider or adopting third-party encryption tools.
• Regularly update and review: Don’t forget to keep your encryption tools and protocols up to date to protect against emerging threats. You should regularly review email encryption practices to ensure they continue to meet your organization's security needs.

10. Public Wi-Fi risks

Using public Wi-Fi to access business emails might lead to significant security risks, as these networks are often unsecured, making it possible for attackers to steal login credentials, financial information, and other confidential data. Taking steps to mitigate the risk of using unsecured Wi-Fi networks can protect your team from these types of attacks.

Strategies to mitigate public Wi-Fi risks:

• Educate on the dangers: Let employees know about the risks associated with using public Wi-Fi for business communications. Highlight the potential for man-in-the-middle attacks, where attackers intercept and possibly alter the communication between two parties.
• Promote the use of VPNs: Encourage staff to use VPNs when accessing business emails from public Wi-Fi. A VPN encrypts data traffic, making it much harder for hackers to snoop on internet activity or steal information.
• Implement secure access protocols: Businesses should make sure that access to professional email systems requires secure protocols such as HTTPS, even when using a VPN.
• Prohibit sensitive transactions: Establishing policies that strictly prohibit transactions involving sensitive information over public Wi-Fi, regardless of VPN use, is an important security measure.
• Alternative connectivity solutions: Whenever possible, encourage employees to use more secure alternatives to public Wi-Fi, such as personal mobile hotspots or encrypted Wi-Fi networks with strong passwords, especially when handling sensitive information.

11. Log out practices

Implementing secure logout practices helps to maintain the security of email accounts, especially when they’re accessed from shared or public computers. Failing to properly log out can leave email accounts vulnerable to unauthorized access, so you and your team should remain vigilant to avoid potentially exposing sensitive information to cyber threats.

Strategies for logout security practices:

• Educate on the importance of logging out: Make sure employees understand the importance of logging out of their email accounts after each session, especially on devices that are not their own.
• Automate log-out settings: Companies should configure email systems and devices to automatically log users out after a period of inactivity to reduce the risk of unauthorized access on unattended devices.
• Clear browser cache: Advise employees to clear their browser cache, history, and cookies after accessing email accounts on public or shared computers.
• Use private browsing: Encourage private browsing mode use when accessing emails on shared or public devices.
• Promote mobile security: For employees accessing email via mobile devices, emphasize the importance of using secure lock screens and logging out of email apps when not in use. This is critical if devices are lost or stolen.

12. Preventing data leakage

Data leakage, or data spillage, can pose a significant threat to your organization’s confidential information. By preventing the unauthorized transfer or exposure of sensitive data through emails, you can protect your data and maintain compliance with regulations.

Strategies to prevent data leakage:

• Implement data loss prevention (DLP) tools: DLP software can monitor, detect, and block sensitive data from being accidentally or intentionally shared outside your organization through email. These tools can be set to identify specific types of data, such as credit card numbers or confidential project information, ensuring they are not transmitted in a way that puts them at risk.
• Educate employees on data handling: Training on how to properly handle sensitive information will reduce data leakage incidents. Employees should understand what sensitive data is and the importance of following company policies around data sharing.
• Encrypt sensitive emails: Emails containing sensitive information should always be encrypted so data remains unreadable to unauthorized users, even if it gets intercepted.
• Control access to sensitive information: Implementing the principle of least privilege reduces the risk of accidental or malicious data leaks. You should always limit access to sensitive information to only those who need it to do their jobs.
• Regular audits and monitoring: Conduct regular audits of email and data handling practices within your organization. Monitoring tools can help identify potential data leakage incidents early, allowing for quick remediation.

13. Use proxies

Using proxy servers as an intermediary between a user's device and the internet can help mask IP addresses, manage internet traffic to reduce risks of attacks, and enforce security policies at the network level.

Strategies for proxy use:

• Select appropriate proxy services: When choosing proxy services, make sure they’re reputable and align with your organization’s security requirements. Consider factors like speed, encryption standards, and privacy policies.
• Configure email traffic through proxies: Setting up email systems to route traffic through proxies can add an extra layer of security by filtering out malicious traffic and reducing your exposure to cyber threats.
• Implement proxy authentication: Companies should use proxies that require authentication to ensure only authorized users can access email and internet services.
• Regularly update and monitor proxy servers: Make sure to keep proxy servers updated with the latest security patches and regularly monitor them for any unusual activity.

14. Use encrypted connections

When email communications occur over encrypted connections, it further safeguards data in transit from interception by unauthorized users. Encryption acts as a protective barrier, encoding email content to make it accessible only to recipients with the correct decryption key.

Strategies for encrypted connections:

• Adopt secure email protocols: Businesses should use email protocols that support encryption, such as Secure Sockets Layer (SSL) or Transport Layer Security (TLS), for all email services.
• Enforce encryption in email settings: Email servers and clients should be configured to enforce the use of encrypted connections for sending and receiving emails. Make sure that settings reject unencrypted connections to prevent data transmission over channels that aren’t secure.
• Use encrypted email services: Consider using email services that offer end-to-end encryption as a default feature for enhanced security, especially for transmitting highly sensitive information.
• Regularly review and update encryption standards: Stay on top of advancements in encryption technologies and update your organization’s email encryption practices accordingly. Regular reviews ensure that your encryption standards remain robust against evolving cyber threats.

15. Regularly back up files

To make sure your organization can effectively recover from data loss incidents and be better prepared in the future, regularly backup your email data.

Strategies for backing-up files:

• Determine backup frequency: Based on the sensitivity of data and how often it changes, companies should establish a schedule for regular backups. For most organizations, daily backups are a good practice, with more frequent backups for highly dynamic or critical data.
• Use reliable backup solutions: Be sure to use reliable backup solutions that automatically save copies of email data to secure, off-site locations. This could involve cloud-based services or remote servers designed for data redundancy and security.
• Test backup and restore processes: Don’t forget to test the backup and restoration process periodically to ensure data can be recovered in its entirety.
• Maintain backup security: Protect your backups with strong encryption and secure access controls. Backups containing sensitive information should be treated with the same level of security as the primary data to prevent unauthorized access.

16. Keep software and antivirus programs updated

Keeping software and antivirus programs updated helps protect against new cyber threats. Because hackers often target outdated software to break into systems, regular updates make sure your email, operating system, and security software are equipped to defend against attacks.

Strategies for keeping systems updated:

• Implement automatic updates: Where possible, enable automatic updates for all software, especially email clients, operating systems, and antivirus programs. For software that doesn’t support automatic updates, it’s a good idea to establish a routine for manually checking and applying updates. This might involve periodic checks by IT staff or reminders for employees to update personal devices used for work.
• Educate employees: Make sure employees understand the significance of software updates in protecting against cyber threats. Encourage them to promptly install any updates on their devices, especially those used for accessing company email.
• Use reputable antivirus software: Choose reputable antivirus and anti-malware software that offers comprehensive protection against a wide range of threats.
• Conduct security audits: You should regularly audit your email and IT infrastructure to identify and rectify potential vulnerabilities. This includes checking for outdated software and ensuring all systems are up to date.

Securing the future with email security best practices

Email is vital for business communication, but it can sometimes lead to security risks. This guide offers simple, effective ways to keep your company's emails safe. By educating employees, using strong passwords, and employing encryption, you can protect your business from cyber threats.

Implementing these practices will help prevent financial loss, legal issues, and damage to your reputation. Starting today, be sure your business is following email security best practices and implementing strategies to support a safer, more protected future.