Top 16 Organizational Email Security Best Practices For 2024

1. Security Awareness Training
2. Make Secure Passwords
3. Think About Changing Passwords Frequently, Or Not
4. Use Multi-Factor Authentication (MFA)
5. Beware of Phishing
6. Attachment Caution
7. Avoid Clicking Links In Emails
8. Keep Personal Emails Separate From Business Emails
9. Use Company Email On ​​Approved Devices Only
10. Encrypt Email, Communications, and Attachments
11. Use Secure Wi-Fi Connections
12. DomainKeys Identified Mail
13. Sender Policy Framework.
14. Domain-based Message Authentication, Reporting, and Conformance
15. Email Security Tools
16. Log Out

1. Security Awareness Training

Training employees on email security best practices is crucial in protecting sensitive information and preventing cyber threats. Begin by educating them on recognizing phishing attempts, and advising caution when opening attachments or clicking links from unknown sources. Encourage employees to encrypt sensitive information before sending it via email and to report any suspicious emails promptly. Provide guidance on identifying email spoofing and the significance of keeping software updated. Implement regular training sessions to reinforce these practices and educate employees on the knowledge and skills to navigate email security effectively.

2. Make Secure Passwords

Creating strong passwords is essential for protecting your sensitive information online. By following these best practices, you can create strong passwords that help keep your online accounts secure from unauthorized access.

• Use Complex Characters: Include a mix of uppercase letters, lowercase letters, numbers, and special characters to make your password harder to guess.
• Avoid Common Patterns: Steer clear of easily guessable patterns such as “123456” or “password.” Instead, opt for random combinations that are difficult to predict.
• Make it Long: Aim for a password that is at least 12 characters long. Longer passwords are generally more secure as they offer greater complexity.
• Avoid Personal Information: Refrain from using personal information such as your name, birth date, or address in your password, as these can be easily guessed or obtained.
• Use Unique Passwords: Avoid using the same password across multiple accounts. Each account should have its own unique password to prevent a single breach from compromising multiple accounts.

3. Think About Changing Passwords Frequently, Or Not

The notion of changing passwords frequently as a cybersecurity best practice has been widely accepted for years. Recent studies and evolving expert opinions suggest a shift in this approach. While regular password updates may offer some security benefits, they can also lead to weaker passwords as users resort to predictable patterns or slight variations.

Instead, experts advocate for creating strong, unique passwords and employing password managers to securely store them. Rather than adhering to a rigid schedule for password changes, prioritize updating passwords after a security incident or if there’s suspicion of compromise. By focusing on password complexity, staying vigilant for potential breaches, and promptly addressing security concerns, organizations can enhance their cybersecurity posture effectively.

4. Use Multi-Factor Authentication (MFA)

Multi-factor authentication (MFA) is a crucial security measure that adds an extra layer of protection to your accounts. By requiring users to provide multiple forms of verification, such as a password, a code sent to their phone, or a fingerprint scan, MFA significantly reduces the risk of unauthorized access.

Best practices for using MFA include enabling it for all accounts and services that support it, including email, banking, and social media. Additionally, consider using authenticator apps rather than SMS for verification codes, as they offer greater security. MFA is particularly important for remote work environments and businesses handling sensitive data.

5. Beware of Phishing

Be skeptical of emails, especially from unknown senders, and avoid providing personal information unless absolutely necessary. Verify links before clicking, and double-check URLs for legitimacy. Educate yourself and your team members on the latest phishing techniques to recognize and avoid potential threats. By staying vigilant and implementing these practices, you can significantly reduce the risk of falling victim to phishing attacks and protect your online security.

 6. Attachment Caution

Many email attacks hinge on the capability to send and receive attachments containing malicious executable code. While organizational email security gateways and antimalware software can identify and block most malicious attachments, some may still slip through, even from trusted sources that have been compromised by attackers.

Even when an organization employs email-scanning and malware-blocking software, employees should exercise caution with attachments. It’s essential to use extra vigilance before opening any attachment with an extension associated with an executable program, like EXE (executable file), JAR (Java application file), or MSI (Windows Installer). A seemingly innocuous file types such as Word documents, spreadsheets, and PDFs can also harbor malicious code. Therefore, it’s prudent to scan all files with antimalware software before opening them or, if in doubt, refrain from opening them altogether.

7. Avoid Clicking Links In Emails

Before clicking any links, it’s essential to verify the sender’s email address and ensure its legitimacy. Hovering over links to preview the URL can provide insights into the destination and help identify potential phishing attempts. Additionally, users should remain vigilant for signs of email spoofing, such as urgent requests for personal information or unexpected attachments. Trusted sources should be utilized whenever possible, and if in doubt, confirming the email’s legitimacy through alternative means is advisable.

8. Keep Personal Emails Separate From Business Emails

The practice of keeping personal and business emails separate helps protect sensitive information, reducing the risk of inadvertently sharing confidential data across platforms. From a practical standpoint, having dedicated email accounts for personal and business purposes facilitates better organization and management of messages, ensuring that important business-related communications are readily accessible when needed.

9. Use Company Email On ​​Approved Devices Only

Using company email on approved devices only is a critical best practice for ensuring security and compliance within organizations. By restricting email access to authorized devices, businesses can mitigate the risk of data breaches, unauthorized access, and malware infections. Approved devices typically include company-issued computers, smartphones, and tablets that meet security standards and are regularly updated with patches and antivirus software. This policy helps enforce uniform security measures across the organization, minimizing vulnerabilities.

10. Encrypt Email, Communications and Attachments

Encrypting email communications and attachments is a crucial best practice for protecting sensitive information from unauthorized access. By encrypting emails, you ensure that only intended recipients can decipher the content, protecting it from interception or data breaches. Encryption scrambles the contents of the email, making it unreadable to anyone without the decryption key. This is particularly important when transmitting sensitive data such as financial information, personal details, or proprietary business data. Implementing encryption protocols, such as S/MIME or PGP, adds an extra layer of security to your communication channels, mitigating the risk of data leaks or cyber-attacks. Whether you’re communicating with colleagues, clients, or partners, encrypting emails and attachments should be a standard practice to uphold the confidentiality and integrity of your communications.

11: Use Secure Wi-Fi Connections

Public Wi-Fi networks are convenient, but they’re not secure.  Avoid using them for email, especially when accessing sensitive information or logging in to important accounts.  If using public Wi-Fi is unavoidable, consider using a virtual private network (VPN) for added security.

12. DomainKeys Identified Mail

DomainKeys Identified Mail (DKIM) is a critical email authentication method designed to verify the legitimacy of email messages. To optimize DKIM implementation, several best practices should be followed. Firstly, it’s essential to generate strong DKIM keys using robust cryptographic algorithms. These keys should then be properly configured in the domain’s DNS records to facilitate recipient server verification. Regular monitoring of key expiry dates is crucial, along with timely updates to prevent delivery disruptions. Additionally, implementing key rotation at regular intervals enhances security and reduces the risk of key compromise. Thorough testing of the DKIM setup ensures proper configuration and authentication of signed emails. It’s also important to monitor authentication results using email authentication reporting tools, allowing organizations to address any issues promptly.

13. Sender Policy Framework

The Sender Policy Framework (SPF) is a critical tool in the fight against email spoofing and phishing attacks. It operates by allowing organizations to specify which email servers are authorized to send emails on their behalf through DNS configuration. To ensure the effectiveness of SPF, several best practices should be followed. Firstly, organizations must regularly update their SPF records to accurately reflect authorized email servers, preventing legitimate emails from being flagged as spam. Additionally, employing a soft fail mechanism such as the “all” mechanism provides flexibility in handling SPF failures, enabling legitimate emails to be delivered while still identifying potential spoofing attempts. It’s also essential to include SPF records for third-party email services if utilized, authorizing their servers to send emails on behalf of the organization. Monitoring SPF failure reports is crucial for detecting unauthorized email activity and taking prompt action to mitigate potential threats.

14. Domain-based Message Authentication, Reporting and Conformance

Domain-based Message Authentication, Reporting, and Conformance (DMARC) is a crucial framework for protecting email security. By adhering to DMARC best practices, organizations can effectively reduce the risk of email spoofing, phishing, and other malicious activities. It begins with setting clear policy enforcement measures within the DMARC policy, specifying how email servers should handle messages that fail authentication. It’s advisable to start with a monitoring-only policy initially to assess its impact on legitimate email traffic before moving to stricter enforcement. Regular monitoring of DMARC reports is essential to identify unauthorized senders, authentication failures, and potential security threats, allowing organizations to refine their policies over time.

15. Email Security Tools

Organizational email security tools are essential components of a comprehensive cybersecurity strategy, offering robust protection against various email-based threats. These tools encompass a range of features and functionalities designed to safeguard email communications and data integrity. Key features include advanced threat detection, email encryption, phishing detection and prevention, spam filtering, and email archiving. By leveraging these tools, organizations can ensure adherence to best practices in email security, mitigating the risks associated with phishing attacks, malware infections, data breaches, and unauthorized access to sensitive information. Investing in and implementing these tools is crucial for safeguarding the confidentiality, integrity, and availability of email communications in today’s cyber threat landscape.

16. Log Out

Logging out after each session is essential for security. Protect your accounts and data by practicing this simple but crucial habit. Stay safe online!