Email Security Best Practices: Safeguarding Your Digital Communication

Email remains a vital tool for personal and professional communication, yet it continues to be a significant security vulnerability. According to the Cybersecurity and Infrastructure Security Agency (CISA), over 90% of successful cyberattacks initiate with a phishing email, highlighting the ongoing need for vigilance. A 2026 report from Hornetsecurity shows a staggering 131% rise in emails containing malware, with phishing as the leading vector for infections. To mitigate these risks, organizations must adopt robust email security best practices.

Create Strong Passwords

Creating strong passwords is one of the foundational pillars of email security. Historically, guidance emphasized complex passwords, but research has evolved. The National Institute of Standards and Technology (NIST) now advocates for length over complexity. Encouraging employees to use passphrases—strings of words that create memorable, yet hard-to-guess passwords—can significantly enhance security. For example, "kittEnsarEadorablE" offers a staggering 6 trillion years of protection against brute-force attacks in comparison to a complex string like "}m}{4p#P@R9w," which would take only 400,000 years to crack.

Implementing a clear company password policy communicates the necessary expectations and encourages the use of unique passphrases across various accounts.

Don’t Reuse Passwords Across Accounts

Password reuse poses a serious security threat. When an attacker gains access to one account, they often exploit reused credentials to infiltrate others. This risk becomes exacerbated when employees use the same passwords for both corporate and personal accounts. Organizations should encourage strong password hygiene, fostering habits that include utilizing password managers or single sign-on solutions to minimize the stress of remembering multiple passwords.

Consider Changing Passwords Regularly—or Not

The frequency of password changes has sparked debate in recent years. Once considered standard practice, the requirement to update passwords every 90 days may lead to user frustration and weaker password choices, as employees might resort to predictable alternatives. The NIST now advises against mandatory periodic changes unless there’s a serious security concern, allowing flexibility based on the distinct needs of the organization.

Use Multi-Factor Authentication (MFA)

Implementing Multi-Factor Authentication (MFA) is a crucial step in bolstering email security. MFA requires users to provide multiple forms of verification to gain access, such as a password combined with a one-time code. Microsoft reports that this approach can prevent 99% of credential-based attacks. Companies should make MFA mandatory and encourage its use in personal accounts, possibly exploring phishing-resistant MFA methods for enhanced security.

Learn How to Spot Phishing Scams

Phishing threats have become increasingly sophisticated, making it imperative for employees to recognize the signs of such scams. Despite security products filtering many malicious emails, some inevitably slip through. Training employees to identify telltale signs, such as spelling mistakes, spoofed email addresses, and unsolicited requests for sensitive information, is essential. They should always verify the legitimacy of unexpected communications.

Be on the Lookout for Impersonators

Business Email Compromise (BEC) schemes exploit trust, often through impersonation of high-ranking officials. Employees must be trained to recognize urgency in messages requesting immediate actions, particularly regarding financial transactions or sensitive data sharing. A culture of verification can help protect assets against these targeted attacks.

Be Wary of Email Attachments

Attachments in email communications pose significant risks as they may carry malicious code. Cybercriminals frequently exploit trusted sources, making it vital for employees to exercise caution before opening attachments. Conducting thorough scans and consulting with IT when unsure about an email’s legitimacy can help shield against infection vectors.

Don’t Click Email Links

Hyperlinks can often mislead users, linking to malicious sites that masquerade as trusted domains. Employees should always hover over links to verify their authenticity and should avoid clicking links indiscriminately. Practicing skepticism takes precedence—when in doubt, typing URLs directly into the browser safeguards against malicious redirection.

Don’t Use Business Email for Personal Use and Vice Versa

Mixing personal and corporate emails can create significant vulnerabilities. Employees should refrain from using work emails for personal matters, as it exposes them to threats like spear phishing. Establishing and enforcing a clear email use policy helps delineate acceptable usage and enhances overall security.

Only Use Corporate Email on Approved Devices

Accessing corporate emails on unapproved devices can lead to unauthorized access and data breaches. To minimize risk, employees should only use company-owned devices that comply with security policies and safeguards for all email communications.

Encrypt Email, Communications, and Attachments

Email encryption is vital for safeguarding sensitive information during transmission. Encryption ensures that intercepted emails remain unreadable to unauthorized parties, protecting against attacks like man-in-the-middle incidents. Organizations should not only encrypt emails but also secure communications and attachments to bolster defenses against data theft.

Back Up Email

Encouraging employees to back up crucial emails in secure locations is a proactive measure against data loss due to incidents like ransomware attacks. Regular backups create a safety net for critical communications.

Avoid Public Wi-Fi

Public Wi-Fi presents significant security threats; unauthorized users can eavesdrop on activities conducted on open networks. Employees should be discouraged from accessing corporate email via public Wi-Fi, reinforcing the importance of connecting to secure, known networks.

Use Email Security Protocols

Implementing email security standards such as DKIM, SPF, and DMARC is essential for filtering spam and preventing spoofing. These protocols establish verification processes for email sources and provide mechanisms for handling failed verifications, contributing to a safer email infrastructure.

Implement the Principle of Least Privilege

Adopting the principle of least privilege (POLP) helps limit employee access rights to only what is necessary for their roles. This practice mitigates the fallout from compromised credentials, ensuring attackers can’t gain full access to sensitive resources.

Use Email Security Tools

Organizations should develop a layered security strategy that incorporates various tools, including antimalware, email filtering, and advanced monitoring systems. These tools help alert security teams to unusual behaviors that could indicate compromised accounts or data exfiltration attacks.

Lock Devices and Log Out of Email

Encourage employees to lock their devices when not in use and to log out of their emails at the end of the workday. This small habit can prevent unauthorized access and shield sensitive information from prying eyes.

Educate and Train Employees

Lastly, investing in a comprehensive cybersecurity awareness training program is essential. Regular training keeps employees informed about the company’s email security policies, common threats, and best practices. A culture of awareness and education fortifies the organization’s defenses against cyber threats.

Implementing these email security best practices can significantly reinforce your organization’s defenses against the rising tide of cyber threats, ensuring safer communication for all employees.