Email is a highly prevalent, convenient way to communicate; but adequate email security is frequently lacking. It may seem emails make a direct connection but they pass through numerous servers, including the recipient’s and the Internet service provider’s computer networks. Copies of the message are stored in servers along the way. Even if the sender and recipient delete an email, multiple copies still exist. This is a perfect example of why data breaches are more and more common. Greater email security is needed to protect companies as well as their clients and employees.
Managed IT services provide the best cybersecurity, including backup and disaster recovery to mitigate any damages that may occur. The following are some ways we recommend you and your employees contribute to enhanced email security.
5 Ways to Use Email more Securely:
#1) Create Your Own Security Questions
When systems allow, create your own security questions when setting up your email. It’s much easier for common security questions to be hacked because someone who knows you or does some research on you could answer standard questions. The goal when creating your own security question is to ensure the answers will be more difficult, if not impossible, to figure out.
#2) On Standard Security Questions, Use False Answers
When you don’t have the option to create your own security questions, use false information for the questions provided. Whatever your city of birth is, for example answer the question with the name of a different city. You can even provide a different maiden name for your mother. The trick is that you need to record your answers and keep them in a secure place to prompt your memory, as needed.
#3) Set Up Strong Passwords
Strong passwords aren’t a foolproof strategy for safeguarding email accounts, but they do help to increase email security. Stay away from passwords that could easily be guessed, such as the name of your child, pet, or spouse. To ensure that your passwords are difficult to figure out, always use the following three components: Numbers, letters, and symbols.
#4) Use Multi-Factor Authentication
If getting into your email requires more than the usual username and password, you ensure better email security. Additional information to sign in is required for multi-factor authentication, also known as 2-factor authentication (2FA). This may be authentication in the form of a code sent to your phone. So, someone trying to hack into your email can’t get in even if they have your password.
#5) Use Email Encryption
Those extra copies of your emails mentioned earlier won’t be as vulnerable if you use email encryption. Encrypted emails are disguised to prevent information from being read by others besides the intended recipient. With some email service providers, emails are automatically encrypted. This strategy only works, however, if the email address of your recipient is on the same platform as yours.
Contact 010 Innovations Today for Email Security
010 Innovations offers email security and other forms of cybersecurity through managed IT services. We offer numerous benefits, including affordable IT solutions for small and medium-sized businesses.