Email security isn’t always at the front of our minds, even though phishing emails and email-based attacks are on the rise. Just as we protect our valuable data with complex passwords, multi-factor authentication and software like the best VPN providers, we should also be securing our email accounts and messages.
Email may be a primary communication tool worldwide, but it doesn’t come with many built-in security tools. In this article, we’ll examine the best ways to protect your emails while exploring several third-party tools that add protection. We’ll also cover how to avoid phishing emails, fraud, shady email attachments and other malicious attacks.
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09/17/2021
Updated info on personal vs business email security, VPNs, DMARC and phishing exercises.
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10/09/2024 Facts checked
We rewrote this guide to include new security best practices and to update the article formatting.
What Is Email Security?
Email security is the process of protecting email accounts and messages from unauthorized access, cyberattacks and unwanted communications. You can accomplish this by using a secure email gateway, adding advanced threat protection (like antivirus software) or educating yourself on how to spot suspicious email activity.
Types of Email Attacks
As one of the most popular (and least protected) communication methods, email is a primary target for many kinds of attacks, including the following:
- Phishing: Phishing attacks are scam messages that trick you into handing over sensitive information. For email, this can include general phishing scams, spear phishing (going after a specific target) and whaling (attacking people in positions of power or influence, for example a CEO, CFO or someone similar).
- Malware: This involves sending emails with malware embedded in attachments or links that spread the malware to your device when clicked.
- Account takeovers: An account takeover occurs when a hacker gains root access to your email account via phishing or data breaches, producing compromised accounts.
- Fraud: A hacker sends an email attack claiming to be a trusted payment processor who is requesting payment for an invoice.
- Data exfiltration: This is the unauthorized transfer of data from one device to another. Human error is often the cause, but it also happens when outgoing messages are monitored for useful information.
Threats to Email Attachments
Email attachments are easy ways for cybercriminals to launch a phishing attack or spread malware designed to steal data or compromise device security. This kind of phishing attack is on the sneakier side — it quietly deploys malware that transfers data over long periods of time.
Since November 2022, attachments have helped deploy StrelaStealer malware to over 100 organizations in the U.S. and the EU.1 These phishing campaigns aren’t necessarily sophisticated; malicious actors with basic skills can create and use them effectively, making them all the more alarming.
How Email Attacks Work
Email attacks work by luring the victim into a false sense of security. The email will appear to come from a legitimate source, encouraging the recipient to click on a link or download an attachment. Victims may volunteer personal information, like login credentials, that let a hacker access their accounts, or they might unknowingly download data-logging malware onto their devices.
Importance of Email Security
As cybercriminals get more sophisticated, it becomes increasingly important to protect your emails, both personal and professional. Vulnerabilities can always be found and exploited; for example, in August 2024, hackers exploited Roundcube to access users’ emails and contacts.2 While these issues are quickly patched, you’re still at risk if you don’t have an email security strategy.
How Secure Is Your Email?
Even if you’re using one of the best email service providers with a secure email gateway, you could still be vulnerable to phishing attacks. It doesn’t take much to improve your email security practices, allowing you to avoid costly data breaches and prevent the theft of sensitive or confidential information. Take a look at the best practices and security tools listed below.
Email Security Best Practices
New email-based threats are constantly emerging, so it’s important to implement and maintain security measures to stay protected from cyberattacks and unauthorized access.
It’s important to note that none of these best practices will provide complete protection on their own. Optimal email security will involve a combination of most, if not all, the methods mentioned below.
Use a VPN
One of the best ways to secure all of your online activity, including email communication, is with the encryption of a high-quality virtual private network (VPN). A VPN encrypts your internet traffic so that no one — not even internet service providers, government agencies, third-party advertisers or malicious actors — can see what you’re doing.
At Cloudwards, NordVPN is a VPN service that we highly recommend. It secures your activity with AES 256-bit encryption, provides fast speeds for lag-free connections and includes encrypted file sharing with its Meshnet feature. Check out our comprehensive NordVPN review here.
Download Antivirus Software
Antivirus software is the strongest defense against malicious email messages and cyber threats. The best antivirus software will protect against zero-day email threats and secure your email accounts against malicious attachments containing viruses, Trojans or phishing links.
Our top choice is Bitdefender. Its Photon technology not only stops attacks but also optimizes device performance. Read our full Bitdefender review to learn more about why we recommend it.
Don’t Open Emails From Unknown Senders
Emails from unrecognized addresses could be attempts to access your device via malicious software or phishing links. Be wary of these messages — clicking a link could route you to a domain set up by hackers, which is designed to steal sensitive data or infect your device with ransomware.
Use (But Don’t Reuse) Strong Passwords
Using strong passwords with complex strings of symbols, letters and numbers helps prevent unauthorized access to your email accounts, as they are more resistant to brute-force attacks. You can get one of the best password managers to create a password for you, or you can use a free password generator online.
Make sure not to reuse passwords across multiple accounts, even if they are complex. If your password is compromised, hackers will take the opportunity to try that password with other accounts or login credentials linked to you. Every account should have a unique password.
Avoid Checking Emails on Public WiFi
When you connect to public WiFi, others who are also connected may see your online activity. This includes your emails, which are typically unencrypted. Malicious actors can use software to detect and obtain data from your email accounts. You should check your emails only when using secure, trusted WiFi connections.
Why Encryption Matters in Email Security
Generally speaking, emails aren’t encrypted. Any information you send is available as plaintext, so someone with the right software can see what you’re sending. Even innocuous details like your dog’s name or your birthday plans can be valuable to shady third parties, as they all add up to create a profile that they can use to steal your identity.
Encrypting your email messages is vital to ensure that only the intended recipients can read them. You can manually encrypt your emails if your service provider supports it, or you can use a third-party email security solution.
The Role of DNS Records in Email Protection
DNS (Domain Name System) records are essential for email protection. They serve as the foundation not only for delivering email messages to the correct recipient, but also for supporting DNS-based security systems.
These security tools include records that detect and place spam emails in the correct folder, records that authenticate emails by verifying digital signatures, and folders that enforce policies to block malicious emails from reaching your inbox.
Email Security Tools
Here are a few tools that are valuable for any email security strategy. They will help you protect your email accounts and the contents of your messages.
Email Security Training for Employees: PDF
You can find security training for employees available from the NCSC in the U.K. or CISA in the U.S. Security companies like Barracuda also offer training as part of their protection packages.
Companies That Offer Email Security Solutions
While it’s important to use best security practices, sometimes companies need a little more help to protect their email communications — particularly those that deal with sensitive information or are targeted by phishing attacks. Here are some top companies that provide comprehensive email security solutions:
- Mimecast: This provider uses AI and machine learning to protect email accounts and email messages from cyberattacks, including spam messages, phishing scams, viruses and malware.
- Avanan: This solution secures both incoming and outgoing mail, preventing malicious email attachments and files from reaching the inbox or being distributed from company accounts.
- Barracuda: This company provides customizable encryption for emails based on content, sender, recipient or other information, ensuring that sensitive data is always protected before it’s sent.
Common Questions on Email Security:
Here are some of the top questions relating to email security, fake emails and sending sensitive information via email.
Final Thoughts
Secure emails aren’t just for big companies and organizations — it’s essential to protect your accounts and messages on a personal level, too. With the right tools and a greater understanding of the best practices, you can secure your email and avoid online threats to keep your data safe.
Does your email account provide enough security, or could it be better? Do you think all emails should be end-to-end encrypted? Which advanced email security tools do you use? Leave your thoughts in the comments below, and as always, thank you for reading.
FAQ: Email Security Protocols
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To protect your messages, you can use an email service provider or a third-party software designed to boost your email account security. You can also employ the best email security practices.
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The three main types of security for emails are encryption, authentication and anti-spam/anti-malware.
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A security email, or secure email, uses authentication and encryption to ensure that the email, contents and attachments are safe and were sent from a verifiable source.
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You can adopt email security measures, such as being wary of phishing attacks, using strong passwords and encrypting your emails with third-party software.
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Sources:
- New StrelaStealer Phishing Attacks Hit Over 100 Organizations in E.U. and U.S. – The Hacker News
- Roundcube Webmail Flaws Allow Hackers to Steal Emails and Passwords – The Hacker News
The post Email Security: A Guide to Keeping Your Inbox Safe in 2024 appeared first on Cloudwards.
