Email Security: To Protect Email Communications & Data

Contrary to popular belief, emails are still of utmost importance in this digitally evolving world. As with them, you can convey any form of message to the receiver, then be it in the form of encrypted message, or some file format.

Emails are a regular part of our day-to-day in both out professional and personal life. But the question to ask is that, “Is our data on Emails safe and secure? Is the data protected?”

Well, many of might not have an answer to this question, as no one can predict the future outcomings. All email services mostly use various types of methods and protocols to keep your data safe from predators. The security to protect your online email data is called email security.

Basically, it comprises of techniques and practices to keep all information and data safe while communicating over email. These practices help in preventing email communications from any cyberthreat, loss or unauthorized access. As email is popular source of getting into the system, used by the predators. They send unauthentic emails in bulk to users with some phishing link or malware contained file attached in it. This gives attackers access to the system.

However, email service providers provide users with secure email and encrypted email service. Also, they take care that you stay prevented from any possible threat. But, let us just look at what are the features or practices that every email service provider should implement to offer a secure email and encrypted email.

Practices That Should Be Used by Email Service Providers

There are several practices that should be followed by email service providers to provide encrypted email service to their customers. Some of the practices are as follows:

Spam Filtering Gateway

A gateway with spam filtering will protect email account from any type of spams, which may consist of malware or ransomware.

Protection Against Phishing

Emails are the most common way to drop phishing links on a large scale. With phishing protection, there will be less possibility of you clicking on any unknown phishing link.

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Outbound & Inbound SMTP 

Outbound SMTP works as a firewall for the data that is being received. It receives email from main mail server and later sends them to the destined outside mail server. In this process, it filters all spams or any malicious links. Whereas, an inbound SMTP looks after the data received from outside and focuses on sending and receiving emails from an authentic domain, which are later redirected to main mail server.

Email Archiving & Backup

This saves and protects data contained in emails. The data can later be retrieved, which is stored in secure repository. Email archiving protects email messages from being exposed to outside malicious environment. Whereas email backup will make sure that you never lose important and crucial personal information.

Secure Hosted Email

There is a possibility that the domain used by hosts or email service providers you are working on might be infected. Therefore, it is recommended for provider to use security protocols such as SMTP, POP3 and IMAP to offer secure and encrypted email service to users. For this, they should also implement SSL certification so that there is no need to get an extra secure layer for protecting email messages.

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Preventions an Individual or Organization Should Follow?

Well, there are a lot of prevention that one could take to prevent self from email scams and phishing links. But, out of all, the most common ones that one can follow are:

  1. Don’t click on any ink or open any attachment in emails from unknown domain.
  2. Guide employees and self to use strong passwords. Also, keep changing password, period.
  3. Don’t let anyone access or know your password, not even your relative or close friend.
  4. Implement spam filtering and use anti-virus software to scan and block emails with malicious content.
  5. Try to use VPN when accessing professional email from home. Also, try not to use public Wi-Fi network to access corporate email.
  6. Try to engage yourself or employees in some ongoing security summit for seminars on email security risks and how to stay safe from any potential threat.

This is it folks! This was all about email security and what practices does email service providers should follow to ensure encrypted email service and secure email communications. Be it an individual or an organization, to prevent any loss of data or information, email security is important for both.

If you found this helpful, please let us know. You can also drop your feedback in the comment section below.

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