Email Safety
Email is a cornerstone of modern communication, but it’s also a common entry point for cyber threats like phishing, malware, and scams. Understanding what email safety is and learning how to check email safely can protect your business from costly breaches and downtime.
At Systems&Smiles, we believe that email safety should be simple and effective. This guide will walk you through essential tips and strategies to ensure your inbox stays secure.
What Is Email Safety?
Email safety involves practices and tools designed to protect your inbox and the sensitive data it contains from unauthorised access and malicious attacks. From identifying suspicious emails to securing your account with strong passwords, email safety is about staying proactive and vigilant.
How to Check Email Safely
1. Spotting Phishing Emails
Phishing emails are designed to trick you into revealing sensitive information, such as passwords or credit card details. Here’s how to recognize them:
- Suspicious Sender Addresses: Check the sender’s email domain for typos or irregularities (e.g., @paypall.com instead of @paypal.com).
- Urgent Language: Scammers often use phrases like “Act Now” or “Your account will be suspended.”
- Unexpected Attachments or Links: Hover over links without clicking to verify their destination.
Pro Tip: If an email seems suspicious, contact the sender directly through official channels.
Image Placeholder: Example of a Phishing Email
2. Using Strong Passwords
A weak password makes it easy for hackers to access your account. Follow these tips to strengthen your email passwords:
- Use at least 12 characters, including letters, numbers, and special symbols.
- Avoid using easily guessed information like birthdays or names.
- Use a password manager to generate and store unique passwords securely.
Image Placeholder: Password Strength Meter
3. Securing Your Account with Two-Factor Authentication
Two-factor authentication (2FA) adds an extra layer of protection by requiring a second verification step, such as a code sent to your phone.
How to Enable 2FA for Email:
- Go to your email account’s security settings.
- Enable two-factor authentication and choose your preferred method (SMS, app, or hardware token).
- Complete the setup and test it to ensure it works.
Image Placeholder: Two-Factor Authentication Setup Screen
4. Beware of Attachments and Links
Attachments and links are common ways for hackers to deliver malware. To stay safe:
- Only open attachments from trusted sources.
- Scan files for viruses using your antivirus software before downloading.
- Hover over links to verify their destination before clicking.
Pro Tip: Use online link checkers for additional verification.
Image Placeholder: Hovering Over a Suspicious Link
Advanced Email Safety Practices
Use Encrypted Email Services
Email encryption ensures that your messages can only be read by the intended recipient.
Regularly Update Your Email App
Keeping your email app and browser up-to-date ensures you’re protected against known vulnerabilities.
Educate Your Team on Email Safety
Provide regular training on how to check email safely and recognize scams to strengthen overall email safety in your organisation.
Why Email Safety Matters
So, what is email safety? It’s about protecting your business from financial loss, data breaches, and reputational harm. With phishing attacks and malware constantly evolving, taking proactive steps to secure your inbox is essential for long-term success.
Email safety isn’t optional—it’s a critical part of protecting your business. By following these tips and learning how to check email safely, you can reduce risks and keep your communication secure.
Need help securing your email accounts or training your team? Systems&Smiles is here to make IT safety simple and effective, so get in touch today!
Photo by Philip Oroni on Unsplash