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How to Use Secure Email Services for Safe and Private Business Communications



How to Use Secure Email Services for Safe and Private Business Communications

Emails have become an indispensable tool for communication in both personal and professional settings. However, it is concerning that email security is inherently weak, putting confidential information at significant risk. Emails are essentially plain text and can be easily accessed and intercepted by unauthorized users, making data breaches highly possible. Regrettably, a considerable number of individuals are oblivious to the fact that they are relying on email server administrators to safeguard their confidential data. Inadequate security measures can transform email into a conduit for cybersecurity threats, such as malware and spam dissemination. Hence, it is essential to comprehend this predicament and adopt appropriate measures to secure email correspondence. This write-up highlights the five email security best practices that must be adhered to.



1. Follow a Strict Policy

The management document governing the proper use of company email is of utmost importance. Its purpose is to lay out explicit instructions for all employees, so that they may understand their responsibilities when using company email. By following these guidelines, employees will avoid engaging in inappropriate behavior and uphold a high standard of conduct. With an email policy in place, employees are held accountable if they breach the agreed terms.  Furthermore, this policy defines how employees must use company emails, including strict guidelines on personal email usage, outlining whether personal emails are permitted on company devices. A well-drafted email policy provides a foundation of trust between employees and the company, enhances productivity, and mitigates potential legal issues.


To provide a clear example, an email policy can specify that management is authorized to access any employee's email messages saved on the mail server, but not on the employee's workstation. Additionally, the policy may state that employees are subject to monitoring for compliance. Prior to access approval, employees must acknowledge reading and comprehending the policy by signing a confirmation document.

2. Use a VPN

It is imperative that only company-issued hardware be permitted to connect to the internal corporate network, whether through VPN or not. Furthermore, users must not be authorized or able to install any software on their devices without explicit administrator permission. This regulation serves as a preventive measure against DDoS attacks. The corporate world employs various types of VPNs. For instance, you may use VeePN US VPN to establish a secure connection. It has a reliable VPN US server that allows you to access the Web quickly. You may need to consult with your IT provider to determine which VPN type your company uses and whether it suffices for your business's security needs. In most cases, your employees will significantly benefit from using VeePN or other similar services. However, it is recommended that employees connecting to company networks from hotels and airports refrain from using VPNs for financial or sensitive transactions.

3. Organize Security Training Sessions

To mitigate the risks of cyber-attacks and protect the organization's data, it is imperative for organizations to offer security awareness training programs to their employees. These programs aim to educate employees on identifying potential threats to the organization's information, as well as how to avoid situations that could put the organization at risk. As the weakest link in information security, human error can undo even the most sophisticated technical controls. Even if an organization has the best technological controls in place, if employees are not adequately trained, these controls will render useless. Cyber attackers depend on exploiting vulnerabilities and human behavior to infiltrate systems. To safeguard company assets, implementing a security awareness training program equips employees to recognize and act on possible security breaches.

4. Use Email Gateways

To safeguard your business against harmful phishing attempts, a secure email gateway is an absolute requirement. By intercepting and blocking potentially dangerous emails, a secure email gateway significantly reduces the risk of compromised user credentials, email hosts, and sensitive company data.  Think of it as a firewall for your email. It scans both inbound and outbound emails, quarantining or blocking malicious content and preventing it from reaching its intended recipient.  No matter the size of your business, such a tool could be an effective way to protect your users and enhance your overall protection against email threats. Ensure the safety and security of your company's email system by investing in a secure email gateway.

5. Utilize Password-Management Tools

A common misconception is that complex passwords equal strong protection for email accounts. However, this belief often results in poor business email security as employees write down their passwords on sticky notes or store them in vulnerable files on their desktops. Instead, research shows that password length, not complexity, should be the primary focus for password strength. The security industry's stringent password complexity rules burden users with the requirement to provide unique, complex passwords of a minimum length of eight characters, including one upper case, one lower case, one number, and one symbol for each email account. By prioritizing password length over complexity, organizations can significantly enhance their email security practices.


Time and time again, research has demonstrated that users struggle to recall complex passwords. They resort to writing them down or storing them in easily discoverable locations, undermining the very purpose of security. Furthermore, even if a user does succeed in creating a complex password, they may encounter difficulty remembering it and accurately inputting it, particularly when it includes numbers and special characters. Simply changing passwords on a regular basis merely gives users a false sense of security.


We recommend not requiring users to change their passwords unless there is evidence of a security breach. Tools like Google's Password Checkup browser extension can quickly determine if your password has been compromised. For high-risk accounts that require added security, MFA is highly effective and easy to implement.



Email security is an essential component of any organization's overall cybersecurity strategy. By utilizing secure email gateways, password-management tools, two-factor authentication, and end-user training programs, organizations can take significant steps to protect their emails from malicious attacks. This will not only help ensure the safety and privacy of the company's data but also protect its reputation and brand integrity. With the right combination of tools and best practices, organizations can keep their users safe and secure while providing them with an optimal user experience.

 

 


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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  • Get all employees emails from a list of domains.
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Capture reviews from visitors, and increase your reviews on Google and Facebook pages.

  • Install and customize the widget on your website.
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  • Grow your Facebook page and Google page.
  • Export reviews into Excel or CSV.
  • Send reviews directly to your CRM.
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Send newsletter or sales emails with automatic follow ups.

  • Create unlimited campaigns and connect unlimited senders.
  • Warm up feature to increase your deliverability.
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  • Send events to your CRM such as opens, clicks and replies.
  • Generate more sales meeting with automatic follow ups.
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Each time someone registers to your service, ping this API to verify if the email is correct.

  • Verify if an email exists to prevent fake emails.
  • Export results into Excel or CSV.
  • Ping in real time our API or plug it in your system.
  • Instant email verification.
  • Send collected data to your CRM or other software.
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Generate and display notifications on your website to show random messages to your visitors. This will increase your sales and credibility.

  • Add unlimited websites.
  • Add unlimited notifications.
  • Create geo-targeted notifications.
  • Display random fake notifications.
  • Send collected data to your CRM or other software.
illustration
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Extract emails and contact from B2B social media. Find new leads in one click and create targeted lists.

  • Create unlimted lists, filter by country, industry, size and job title.
  • Hyper targeted lead generation.
  • Generate B2B and B2C lists in one click.
  • Super fast emails generation.
  • Send leads to your CRM or other software.

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More than +200 features to generate leads 😍

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illustration
Anyleads
Enrichment data software to find emails

The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
  • Extact local businesses from Google Maps.
  • Find company domains from names.
  • Get all employees emails from a list of domains.
  • Send all the data to your CRM via Zapier.
illustration
Anyleads
Email, phone & social media extractor

Extract emails, phones on the page of websites and download it to Excel or CSV.

  • Upload a list of websites to extract emails.
  • Export phone numbers from landing page.
  • Export social media urls (Facebook, Instagram ..) from pages.
  • Export to CSV or Excel in one click.
  • Send the data to your CRM or other software.
illustration
Anyleads
Find emails from first name, last name and company name

Discover emails from a CSV from 3 columns (first name, last name, and company name).

  • Upload big batch of CSV online to find emails.
  • Email discovery is fast and build emails from patterns.
  • Find valid emails from 3 data points.
  • Export to CSV or Excel in one click.
  • Send the data collected to your CRM or any software.
illustration
Anyleads
Chatbot solution to capture and convert visitors into leads

Transform your visitors into leads by capturing information from them.

  • Install unlimited chatbot to capture unlimited leads.
  • Customize the scenario of your chatbot.
  • Customize the color, position and the widget.
  • Export the leads into Excel or CSV.
  • Send directly the leads captured to your CRM or any software.
illustration
Anyleads
Daily registered domains with leads information

Discover each day thousands of new companies registered on Internet.

  • Prospect new businesses registered on Internet.
  • Transfer leads to campaigns to send emails on it.
  • Thousands of new leads uploaded each day.
  • Export all the leads into Excel or CSV.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Online review management to get more online reviews

Capture reviews from visitors, and increase your reviews on Google and Facebook pages.

  • Install and customize the widget on your website.
  • Collect more reviews, increase your SEO position.
  • Grow your Facebook page and Google page.
  • Export reviews into Excel or CSV.
  • Send reviews directly to your CRM.
illustration
Anyleads
Sequence (cadence) / newsletter campaigns tool

Send newsletter or sales emails with automatic follow ups.

  • Create unlimited campaigns and connect unlimited senders.
  • Warm up feature to increase your deliverability.
  • Send personalized images with our image personalization tool.
  • Send events to your CRM such as opens, clicks and replies.
  • Generate more sales meeting with automatic follow ups.
illustration
Anyleads
API to prevent fake emails registration on your service

Each time someone registers to your service, ping this API to verify if the email is correct.

  • Verify if an email exists to prevent fake emails.
  • Export results into Excel or CSV.
  • Ping in real time our API or plug it in your system.
  • Instant email verification.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Social proof notification widget tool

Generate and display notifications on your website to show random messages to your visitors. This will increase your sales and credibility.

  • Add unlimited websites.
  • Add unlimited notifications.
  • Create geo-targeted notifications.
  • Display random fake notifications.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Extract B2B emails from B2B social media

Extract emails and contact from B2B social media. Find new leads in one click and create targeted lists.

  • Create unlimted lists, filter by country, industry, size and job title.
  • Hyper targeted lead generation.
  • Generate B2B and B2C lists in one click.
  • Super fast emails generation.
  • Send leads to your CRM or other software.