6 Essential Steps to Strengthen Your Email Security

Email is an essential tool for both businesses and individuals, but it’s also a frequent target for cybercriminals. As cyberattacks grow more advanced, protecting your email has never been more important.

In fact, 95% of IT leaders say cyber threats are getting more complex, and over half (51%) have already faced AI-driven attacks in their organizations.

By taking a few proactive steps, you can protect sensitive information, prevent unauthorized access, and keep your emails safe. Here are six easy ways to strengthen your email security.

1. Choose Strong and Exclusive Passwords

Passwords are your email account’s first line of defense, and weak ones make it easier for cybercriminals to break in. Use strong, unique passwords that are hard to guess to keep your email safe.

Create Complex Passwords

A strong password should include a mix of:

• Letters (both uppercase and lowercase)

• Numbers

• Special characters

Avoid using common words or phrases, and don’t include personal details like your name or birthdate. Complex passwords make it much harder for attackers to get into your email.

Take Advantage of a Password Manager

It can be tough to keep track of many complex passwords. A password manager helps by creating and securely storing unique passwords for all your accounts. You only need to remember one master password, which makes things easier and safer.

Always create new passwords instead of reusing old ones.

Remembering many complex passwords isn’t easy. A password manager can create and store unique passwords for you, so you only have to remember one master password. This makes things simpler and more secure.

2. Activate two-factor authentication (2FA)

Two-factor authentication (2FA) adds another layer of security to your email accounts. Even if someone gets your password, they won’t be able to access your account without the second step.

Select a two-factor authentication method

Common 2FA methods include SMS codes, authenticator apps, and hardware tokens. SMS codes send a verification code to your phone, while authenticator apps generate time-sensitive codes on your device. Hardware tokens are physical devices that create a code. Select the method that works best for you.

Activate 2FA for every account you use

Turn on 2FA for all your email accounts. Most email providers offer this feature, and it usually only takes a few minutes to set up. This simple step can make your email much more secure.

3. Stay alert when opening attachments or clicking links in emails

Email attachments and links are common ways for malware and phishing attacks to spread. Clicking a harmful link or attachment can let attackers into your system. Stay cautious to keep your email secure.

Double-check the sender before responding

Before you open an attachment or click a link, make sure you know who sent the email. If you get an unexpected message from someone you know, contact them another way to check if it’s really from them. For emails from people you don’t know, be extra careful and avoid clicking on anything.

Scan all attachments before opening

Use antivirus software to scan email attachments before you open them. This can catch and block harmful content before it causes any damage. Many email providers scan attachments automatically, but using your own antivirus adds extra protection.

Be cautious and avoid clicking any suspicious-looking links

Watch out for links that look suspicious or seem too good to be true. Hover your mouse over the link to see the URL before clicking. If the address looks strange or unfamiliar, don’t click it—go to the website directly through your browser instead.

4. Maintain up-to-date email software for better security

Software updates often fix security issues in your email program. Keep your email software up to date to make sure you have the latest protection against threats.

Activate automatic software updates

Most email clients and operating systems provide automatic updates. Turn on this feature to keep your software updated without needing manual effort. Automatic updates help minimize the risk of missing important security patches.

Frequently check for software updates

Even if you have automatic updates turned on, it’s smart to check for updates yourself sometimes. This way, you won’t miss any important security patches and your email program will keep running smoothly.

5. Protect sensitive information by encrypting your emails

Encryption adds another layer of security to your emails by turning the content into a code that only the intended recipient can read. Even if someone intercepts the email, your information stays protected.

Ensure emails with sensitive details are encrypted

If you have to send confidential information by email, use encryption to keep it safe. Many email providers have built-in encryption, but for extra protection, you can use third-party tools that offer end-to-end encryption.

Inform recipients about security best practices

When sending encrypted emails, ensure that the recipients know how to decrypt them. Offer clear instructions on how to securely access the encrypted content.

6. Monitor your email activity regularly

Regularly checking your email activity allows you to spot suspicious behavior early. By monitoring your account, you can quickly respond if anything seems unusual.

Enable activity alerts for your account

Many email providers let you set up alerts for unusual logins or changes to your account. Turn these alerts on to stay informed about your account’s security.

Frequently monitor your account for any unusual activity

Check your email account activity often, including login history and connected devices. If you see anything you don’t recognize, change your password right away and look into it further.

React fast to any potential security threats

If you spot any suspicious activity in your email account, act quickly. Update your passwords, review your security settings, and think about turning on extra security features.

Boost Your Email Security with Ayvant

As cyber threats get more advanced, keeping your email safe is crucial. At Ayvant, we provide solutions tailored to your needs to improve your email security. With steps like strong passwords, two-factor authentication, and encryption, we help protect your sensitive information. Contact us today to secure your communication.