5 Email Security Best Practices to Read Before Hitting Send

Email is still the most valuable tool in the (corporate) shed.  

Whether we like it or not, those of us working desk jobs likely correspond more regularly with colleagues and clients via email than any other means of communication. That means that most of us are accessing and sending loads of company data each day – data that we’d ideally like to remain on trusted servers. 

 The shift to remote work has only exacerbated the reality that email continues to be one of the most common channels for data loss. Acronis researchers found that email attacks surged by 293% in the first half of 2024 compared to the first half of 2023, drawing attention to the fact that email security needs to remain a top priority for organizations amid the ongoing digital transformation.  

Here are some best practices for email security: 

• Prioritize employee training and awareness
• Encourage strong passphrases and MFA
• Implement DLP for email security
• Avoid mixing business with personal use
• Think twice before clicking anything 

Prioritize employee training and awareness 

Educating employees on safe email handling is nothing new, but the emergence of new technologies means that companies need to place a stronger emphasis on security training.  

 For example, threat actors can now create convincing fake content using GenAI or interactive AI that can be embedded into emails to trick users into revealing sensitive data or performing actions that compromise the security of the business. By now, most of us recognize that the suspicious-looking email from someone claiming to be a company CEO is likely just a con who wants our money, but scammers are continuing to leverage these technologies to evade conventional detection methods every day. 

 Regular training and awareness programs can help employees understand the top risks facing their inboxes and the importance of following established protocols.   

Encourage strong passphrases and MFA 

We all know that “password” is a terrible password. But creating a strong passphrase can be as easy as stringing a few words, numbers and symbols together – so long as it isn’t your full name and date of birth.

Setting a reminder to update your passphrase at least twice a year is a great way to prioritize email security and ensure that access remains secure.

 Outside of a strong passphrase, implementing Multi-Factor Authentication (MFA) adds an external layer of security by requiring employees to verify their identity through methods like text or authenticator apps. While MFA might tack on a few extra seconds for you, it could make all the difference in saving your credentials should an outsider obtain access.    

Implement DLP for email security 

The way businesses are operating is more complex than ever before, which is why securing data wherever it resides is a business imperative today.

 Safeguarding email with a solution like Forcepoint ONE Data Security for Email gives enterprises agentless control over outbound emails and prevents exfiltration where it’s needed most. Unlike traditional endpoint DLP email solutions, Forcepoint ONE Data Security for Email extends its protection to mobile devices, tablets, web client emails and more, offering over 1,700 pre-built DLP policies and templates to deploy robust security measures.

 The solution offers essential flexibility, scalability and reliability, while integrating seamlessly with top providers like Google Workspace and Microsoft Exchange.  

Avoid mixing business with personal use 

When navigating best practices for email security, “work life balance” takes on a whole new meaning. And by that, the meaning is less of a balance and more of a complete separation.

 Although it might seem tempting to merge business and personal emails when convenient, it’s important to follow your company handbook to understand exactly what is allowed vs. prohibited.

 Using one erroneously in place of the other can help threat actors get more information than they’d ever need and can increase the chance of frustrating events like spear phishing or social engineering attacks.    

Think twice before clicking anything 

It’s always best to be a bit wary before clicking into a suspicious link or opening an unfamiliar attachment.

Did the email come from someone within the organization – or is this an unknown sender trying to entice quick action by feigning urgency? Taking a second to investigate the message can be the differentiator between a safe and impacted system.

Threat actors can leverage email to send through attachments with malicious code or links that can spread infection, leading to an expanded attack surface. Always double check before clicking into anything from an unknown sender.

And when in doubt, connect with your IT department to align on the best course of action.   

Prevent the most common form of data loss 

With employees working from anywhere (and sending emails to anyone with data everywhere), taking control of email security sounds like it could be a difficult quest to conquer – but it doesn’t have to be with the right tools and habits in place.

Talk to an expert to learn how to get started with Forcepoint ONE Data Security for Email today.