10 tips to keep your emails safe

Even in the era of WhatsApp and Instagram, email is still the primary means of communication for business purposes. Thus, as an employer or employee, you might be worried about how to secure your email from hackers and other cybercriminals.

It’s become absolutely necessary to protect emails. With cyber threats constantly evolving, it’s crucial to take steps to secure your communication.

Did you know that in 2023, over 90% of cyberattacks began with a phishing email? This shows how important it is to have better email security now.

Whether it’s sensitive business information or personal details, you want your private data to remain in the right hands. Fortunately, there are simple yet effective tips you can follow to enhance your email security.

Let’s dive into a few practical tips to keep your email safe and secure.

1. Stay clear of email phishing scams

Email threats have been around for decades, but they continue to evolve and become more sophisticated. Various types of phishing attacks include

• spear phishing: Hackers target specific individuals rather than going after many recipients;
• vishing: Using similar strategies but over the phone instead of on email;
• smishing: Using SMS/text messaging to trick unsuspecting victims;
• whaling: Targeting “whales” or important people with greater access to information assets, such as C-level executives;
• business email compromise (BEC): Criminals send what appears to be a legitimate payment request (invoice, wire transfer, etc.) from a vendor, colleague, or boss. 

The FBI calls BEC scams “one of the most financially damaging online crimes,” and this is not surprising. The 2023 Internet Crime Report noted that ransomware cost just over $59.6 million in adjusted losses, while BEC losses totaled $2.9 billion.

This reveals how important it is to avoid these scams; otherwise, you’d be one of the many complaints that the FBI receives every year. The next few tips will show you how to keep your emails and personal information safe, so read on.

2. Look for these suspicious signs in your emails

Fortunately, cybercriminals often leave clues that can help you spot their tricks. They’re usually not as obvious as emails that offer to share an inheritance with you in exchange for your bank account details, but there are a few signs to watch for. These are listed below:

Typos: A few hackers struggle with spelling, while others include typos on purpose to test their targets. Cybersecurity advisor Joseph Steinberg says scammers add clues to their messages to weed out those who won’t fall for the scam. People who don’t notice typos may be easier to trick.

Unusual URLs: Scammers often use fake URLs that appear to belong to a trusted organization. If you hover over the link, you can usually see if it’s real or not.

Here are a few more signs of a fake email:

• the sender’s email address doesn’t match the company;
• the email asks you to click on a link multiple times;
• the footer has a slightly different company name;
• there are grammatical errors and mixed upper and lower cases in the header;
• the layout or formatting of the email is poor;
• the email asks for personal information.

Mismatched email addresses from organizations can often be a sign of spoofing. Spoofing is the process of forging a brand’s domain name to send phishing emails on its behalf. To prevent this, brands can resort to using email authentication protocols like DMARC, SPF, and DKIM. A DMARC setup helps organizations authenticate their emails and instructs receivers to reject messages that originate from malicious sources.  

3. Create a strong password and use two-factor authentication

It is extremely essential to create a strong password if you want to protect emails from cyberattacks. You can create one yourself or use an online password generator. Another option is to use a password manager, which helps create and store your passwords.

You should do this for all your online accounts, not just your emails. It’s also a good habit to change your passwords at least twice a year.

Further, ensure that two-factor authentication (2FA) is turned on for your email account. With 2FA, after entering your password, you are required to confirm your identity with a code sent to your phone or verified through an app such as Google Authenticator. This extra step greatly enhances your email security.

4. Don’t open suspicious links and attachments

If you receive an email from someone you don’t know, try not to open it until you’re completely sure it’s safe. If any of those emails have a link, never click on them, as they’re most probably a scam. If you click on these links by accident, all your personal information is likely to get hacked.

This is also true for any email attachments that appear authentic, but are from an unknown sender. You should never download any file from an unknown source. Whatever happens, even if you’re in a hurry, always ensure that you know the sender before you download anything.

5. Update or install antivirus software

You should either update your existing antivirus software or install a new one. Antivirus software is extremely valuable because it can protect emails from online threats. Moreover, it can scan your computer for harmful files and remove them before anything untoward happens.

Modern or new antivirus solutions in the market also provide real-time protection. They regularly update their databases to recognize and combat new threats. There are also a few advanced solutions that you can use for your business.

6. Use encryption software

If you’re sharing important information via email, it’s crucial to have encryption software. This software converts your email content into unreadable code, so even if someone hacks them, they won’t be able to read what’s inside your email. Only the person you’ve sent the email to (the recipient of the email) can open the email using an encryption key.

You should also encrypt the attachments you send via email. Many encryption software programs offer this feature, so if you’re buying one, use it wisely.

7. Educate yourself and your team

Understanding cybersecurity is crucial today. Ensure you and your team are aware of the common signs of phishing attacks and the importance of following security protocols. Security awareness training sessions and updates on the latest phishing techniques can help keep everyone informed and remain vigilant.

8. Back up your emails and data

This is something everyone should do. You should always keep a backup of all your data and emails so that even if there’s a cyberattack, you can still recover your data afterward. Many people make this mistake and because of this, their data is lost forever.

You can back up your data in two ways:

• cloud storage: You can use services like Google Drive, Dropbox, and OneDrive to keep your data safe. These solutions provide secure cloud storage in which you can keep your data. If you need it, you can access your data from anywhere in the world;
• external hard drives: You can also copy all your data to an external hard drive. Depending on your data, you can do this every week or every month.

9. Don’t use public Wi-Fi to check emails or anything personal

Cybercriminals know how much we rely on free public Wi-Fi networks. This makes such networks a hotspot for malicious activities. The worst part is that, since it’s public, many different people use the network. This makes it almost impossible to tell who might be behaving suspiciously.

To remain safe, avoid checking your email on public Wi-Fi. If you must check your email, use a virtual private network (VPN). A VPN adds an extra layer of security, keeping your email safe from prying eyes.

10. Block spam and unauthorized senders

Lastly, it is essential to block spam and unauthorized senders. Spam emails can fill your inbox and contain harmful links or attachments.

How can you protect your email address from spammers? You can do this by:

• using spam filters: Most email providers have built-in spam filters that automatically detect and move spam emails to a separate folder. Ensure these filters are enabled, and regularly check your spam folder to ensure no legitimate emails are misplaced;
• blocking unwanted senders: If you receive unwanted emails, block the sender. This prevents future emails from reaching your inbox from that address. Look for the “block” or “report spam” option in your email settings;
• unsubscribing from unwanted emails: If you receive emails from newsletters or services you no longer want, use the unsubscribe link usually found at the bottom of the email. This helps reduce the number of unwanted emails.

What do you do if your email is hacked?

If your account gets hacked, you must take the following measures:

1. Use your account recovery option to regain access

If you have an account recovery option set up, use it to regain access. If not, contact your email provider and they’ll tell you what you need to do to regain access. You’ll need to confirm a few details about your account and yourself. This is to verify ownership.

2. Remove devices from your email account

Once you regain access, check which devices are currently logged in. Remove any that don’t belong to you.

• for Gmail: Go to your Google account >> Security >> Your Devices >> Manage Devices >> Sign Out;
• for Yahoo Mail: Sign in and visit the Recent Activity page to sign out or remove any unrecognized logins.

3. Change your credentials

After removing suspicious devices, change your password; ensure your new password is strong and unique. If possible, enable multi-factor authentication (MFA). Avoid reusing or slightly altering the same password across different accounts. Update passwords for other accounts if they are the same as the password for your hacked email.

4. Warn your contacts

The hacker may have sent emails to your contacts. Send your contacts a warning email to let them know your account was hacked. Advise them to avoid opening any suspicious links.

5. Check your settings

Verify that no changes were made to your account recovery options. Check your email signature and email forwarding settings. Hackers might use these to continue exploiting your information.

6. Closely watch your other online accounts

Monitor your other online accounts linked to your email. Look for unusual activity, attempted logins, or password reset requests. If you notice anything suspicious, act quickly. This is how you protect your account.

Wrapping up

These are a few tips you need to remember if you want to protect emails and personal information. To make it easier for you, we have also added a section on what to do if your email gets hacked.

Follow all the steps, and then you can just sit peacefully while successfully protecting yourself from cybercriminals. Always be vigilant!