12.05.25

Cyber Expertise – Email Security Best Practices

Top tips for email security

Email is a vital tool for most organisations to communicate and run their day-to-day business. Because of this, cyber-criminals often target emails to access networks and steal valuable data. In fact, a single wrong click by an employee could let a cyber-criminal into an organisation’s system. That’s why improving email security is essential to protect your business – hence this article – email security best practices.

According to the UK Government’s 2024 Cyber Security Breaches Survey, 84% of businesses and 83% of charities that were attacked by cyber-criminals were targeted through phishing emails. To reduce this risk, it’s important to train employees to spot and report suspicious emails.

Here are seven best practices to help improve your email security:

1. Train employees. Staff are the first line of defence. Provide training so they can recognise cyber-threats, especially phishing emails. Help them understand how to report suspicious messages.
2. Use strong passwords. Many people reuse passwords, which makes it easier for hackers. Encourage staff to use unique passwords with a mix of letters, numbers, and symbols—and to change them regularly. Consider the implementation of a password management system.
3. Make multifactor authentication mandatory. This adds an extra layer of security, such as entering a one-time code from a mobile phone when logging in.
4. Encrypt emails and attachments. Encryption keeps email content secure and ensures only the intended recipient can read it. This helps stop hackers from stealing information in transit.
5. Stick to company-approved devices. Personal devices may lack security features. Employees should only use approved devices for work emails.
6. Install endpoint protection tools. These tools can scan for suspicious email activity—like strange senders or links—and stop harmful messages from reaching inboxes.
7. Avoid public wi-fi. Public networks are risky. If staff must use one, they should connect through a secure virtual private network (VPN).

Even with good practices in place, risks remain. That’s why it’s vital to back up important data regularly. Store backups in different places—both on physical drives and in the cloud.

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Information provided by Zywave with contribution from Lisa Langley, Cert CII, Team Leader, Professional Ricks, Cox Mahon Ltd.