Business Email Security In 2024-25

Almost every business relies on email as one of the primary ways of communicating. However, despite its widespread use, many businesses remain unaware of the cyber security threats that email poses.

Email Security Threats You Should Be Aware Of

Emails can serve as a conduit for various types of malware, such as ransomware and viruses. Here are some of the major threats your business may face:

1. Malware in Emails

Emails can contain malicious code designed to run when you open the message. The most common types of malware are often found within email attachments or links.

2. Phishing Emails

Phishing emails are designed to mimic legitimate communications from reputable businesses or financial institutions. These emails often trick recipients into visiting fake websites where they enter confidential personal or financial details.

3. Business Email Compromise (BEC)

BEC attacks are particularly dangerous. The attacker poses as a senior executive and instructs an employee responsible for payments to transfer a large sum of money to the attacker’s bank account.

While some of these threats cause monetary loss, others target data theft, productivity reduction, or damage to customer trust. Hence, email security should be a priority for businesses of all sizes.

How to Secure Your Business Email System

A substantial portion of email security threats occur when an email enters a company’s email system. Here's how businesses can improve detection and protection at these entry points:

1. Install an Email Security Gateway

An email security gateway can be installed on your company’s email server to filter out malicious content before it reaches employees. These gateways offer several protection features:

• Spam Filtering: Detects and blocks large-scale spam attacks designed to infiltrate systems.

• Attachment Scanning: Detects and blocks harmful attachments by checking them against global threat networks.

• Link Scanning: Verifies links in emails to identify potential malicious sites.

• Data Loss Prevention (DLP): Prevents sensitive data from being inadvertently or maliciously sent via email.

• Blacklisting: Blocks emails from known malicious domains or addresses.

Well-known email security gateway providers include Mimecast, Proofpoint, and Cisco.

2. Protecting Email Endpoints

While email security gateways offer essential protection, they cannot defend against threats that target individual employee endpoints. Ensure that all devices accessing business emails are equipped with protection software to guard against malware, viruses, and ransomware.

Employee Email Security Training

Despite email security software being highly effective, no system is 100% foolproof. Training employees to recognize email threats adds another crucial layer of protection. Here are key rules employees should follow:

• Never click on links from unknown sources

• Never open email attachments from unfamiliar senders

• Avoid clicking links within emails related to financial institutions

• Always verify financial transactions with a senior manager

• Never use public Wi-Fi to access business email systems

Simulated phishing exercises can help employees identify threats in a controlled environment.

Encrypted Email: Protecting Confidential Information

Email systems were not originally designed with security in mind, leaving sensitive information vulnerable. To prevent eavesdropping, it is crucial to secure your email communications:

1. Secure Your Email with SSL/TLS

Emails should be encrypted using SSL/TLS when sent through email servers. This ensures that only the intended recipient can decrypt and read the email.

2. Use a VPN for Secure Connections

If your email system does not support SSL/TLS encryption, a VPN can offer additional protection by encrypting the internet connection.

Most modern email systems, including Outlook, offer automatic encryption using symmetric encryption methods. This ensures that only the recipient with the matching private key can decrypt the email.

Some organizations may also implement additional encryption gateway software to enforce email security policies.

Conclusion: Protecting Your Business Email is Essential

As email threats continue to evolve, businesses must stay vigilant in securing their email systems. By combining advanced security tools, employee training, and encryption, businesses can significantly reduce their exposure to email security risks.

For continued protection, businesses should regularly update their security practices and keep an eye on emerging threats in the email security landscape.