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5 Ways You Can Increase the Security of Your Email

Every second, about 2.7 million emails are sent. Individuals, businesses and organizations rely on email to communicate. However, the immense usage of email as a communication tool doesn’t mean it is the safest option out there. Email is based on a relatively old set of protocols which makes it inherently vulnerable. The email you send travels through multiple points before reaching the ultimate destination. Even if one point is compromised, the email security is compromised.

Due to the vulnerable nature of email, it is important to take as many measures as possible to increase email security. Businesses wait for the best time to send out sales emails. The email marketing strategy plays a key role in creating conversions. Therefore, it is important for businesses to make sure that they follow the best email security practices out there.

email security

Five tips to improve Email Security

1. Protect yourself with a unique password

One of the easiest ways to improve the security of your email involves using a unique and secure password. Across the board, all IT professionals emphasize the importance of using strong passwords. Organizations can benefit greatly by increasing the awareness of their employees. Hence such awareness sessions that highlight the threat like the use of common passwords need to be conducted in each organization.

The use of both uppercase and lowercase along with the use of special characters and digits make a password stronger. A robust password is of vital importance when it comes to email security. There are even password generators that can be used to generate strong passwords. There is no excuse for a weak password. Moreover, it is necessary to use different passwords on different accounts to increase the level of email security.

2. Email encryption

Encrypting your email and using a digital business email signature could also prove useful in securing your email. Email secure SSL Certificates can be installed to authenticate email transmissions. An SSL certificate essentially ensures that no one apart from the recipient can read or modify the message. When you send an email with a digital business email signature, the email is more secure. To ensure that no third party can view the contents of your email, it is better to make an investment in an email secure SSL certificate.

3. Encrypt your messages

Encrypting an email conveys a message to users that your emails are safer compared to non-encrypted emails. Once you encrypt your email, the content becomes unreadable to everyone except the recipient. Even if someone has access to the mail server, they will not be able to view your message. Hence, email encryption is an additional step that can secure your email.

Open PGP, and Secure/Multipurpose Internet Mail Extensions are two commonly used encryption methods. With the use of either PGP or Secure/Multipurpose Internet Mail Extensions, even after extracting the email from a mail server, it will remain unreadable. The functionality of both methods requires the installation of security certificates and the sharing of public keys. The ability of third parties to intercept your email gets compromised when you use such methods.


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4. Use an antivirus

Not only does using an antivirus software improve the security of your computer but it also protects your email. When the antivirus scans incoming mail traffic for viruses and harmful programs, it can point out threats immediately. The usage of a reliable antivirus can block the contaminated messages before they reach into the receiving mail server.  Organizations should prioritize investing in their security infrastructure. Ensuring that employees have an updated antivirus can significantly improve the level of security.

Antivirus software detects and targets malware which makes your computer more secure. This software does not allow you to download any dangerous attachment. Sometimes organizations do not update the antivirus they use. It is unfortunate as updated security software is better able to tackle threats. Updated security software is an absolute must to secure your email and computer.

5. Avoid phishing and spam

Phishing is a fraudulent way of getting sensitive information. With an average cost of $1.6 million for mid-size companies, phishing proves to be a deadly blow. Phishing attacks are widespread and very costly. Therefore, it is of utmost importance to avoid such attacks and scams. In 2017 alone, 76% of businesses reported being affected by a phishing scam. It is necessary to avoid clicking any links sent by unknown sources. Moreover, it is also essential to avoid replying to such emails.

Spam emails tend to have malware attached in them. It is better not to open spam or attempt to download any suspicious looking attachments. Spam is easy to identify. Phishing, on the other hand, is often difficult to locate. Due to this increasing awareness about phishing in the organization would be useful. Avoiding such schemes is vital as a cybersecurity breach sends out a negative image and impacts future sales.


The more a firm pays attention to email security, the better it is for the firm itself. Various steps can be taken by a firm to improve email security. Having an updated antivirus, installing an email SSL certificate and using a digital business signature are a few ways to do so. Ultimately email is not a very safe communication method. Therefore there is a need to take proper measures.

About Audrey Throne


Audrey Throne is a mother of a 2-year old and a professional blogger by choice. Throne is passionate about health, technology and management and blogs frequently on these topics.

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