What is email security?

What is email security?

In our modern global community reliant on rapid digital interactions, electronic mail stands as an irreplaceable tool for connecting individuals, enterprises, and experts worldwide. Email acts as a constant facilitator for the instantaneous transmission of vital updates across diverse virtual networks and platforms.  

Simultaneously, our inboxes now serve as a reservoir containing personal and professional information, underscoring the importance of security. This triggers the question: what precise precautions does one implement to reinforce the fortification of emails? Join us as we delve into an examination of the intricacies involved and find the answer to the question of “what is email security?” in cyberspace.   

Email security and its approaches 

In its most basic form, what is email security?  It is the set of techniques used to secure the content and access to an email account. It is a comprehensive process that involves using various defences and necessary technologies to protect email from compromise, unauthorized access, theft, and any lack of availability. These defence mechanisms will maintain the confidentiality, integrity and availability of the email messages. 

It is something that is approached through both non-technical and technical means.  

Non-Technical Approach 

On the non-technical side, actions that are executed quickly are important. These can include explaining the question – what is email security?  Also key is to have strong email usage and management policies and procedures and carry out regular audits to spot and fix vulnerabilities. 

Technical Approach 

On the technical side, it’s important to use standard measures such as encrypting email messages so that their contents are not revealed, using digital signatures to prove that the sender is who they say they are and using email filtering systems such as spam filters to stop unwanted emails and malware. 

Email security is so important because the confidentially and reliability of electronic communication and the trust that is built up in these exchanges need to be protected as we move into the digital world.

ALSO READ : What is Email Hosting and Why Should You Consider Using It For Your Business? 

Importance of Email Security?  

1. Unveiling Common Threats 

Understanding the landscape means a knowledge of prevalent threats. Some of the prominent ones include phishing, malware, malicious links, exploiting vulnerabilities to compromise systems, and endangerment of pilfering sensitive information. 

2. Alarming Statistics 

Did you know that a whopping 81% of malicious files find their way through email distribution? Or that 1 in 239 email attachments are one in 415 are host to malicious content? These statistics shine a light on the need for a robust strategy. 

3. The Pervasiveness of Cyberattacks 

The slew of cyber-attacks makes it frighteningly clear how crucial security is. Cybercriminals know how to exploit common attack vectors, like human nature and inadequate protection, though, which is why we need to step up our security game beyond just internal measures.  

4. Emails as an Initial Infection Vector 

Businesses need to do this because every one of them runs on email, and they make an effective initial infection vector. All it takes is one successful phishing attempt on an employee, who is are frequent recipient, to infect an entire network, which is why more than 90% of all attacks originate with a fraudulent email posing as coming from a corporate account. 

5. Business Imperative: Securing Corporate Emails 

In order to protect against the growing prevalence of fake emails, it is imperative that businesses place a high emphasis on securing their corporate email accounts. This proactive security stance is key to minimizing the exposure of openings for cyber criminals to exploit and preventing the impending breaches of data compromise that they will face. With each bend and turn in the digital terrain, a robust email security plan looms critical at the forefront of businesses’ anti-cyber threat initiatives. 

How to secure email? 

Following these measures will help you secure your email: 

1. Strong password:

Using a combination of capital and lowercase letters, numbers, and special characters, create a strong password that is at least 12 characters long.  

2. Two-factor authentication:

Turn on two-factor authentication to strengthen your email account with extra protection, as it will ask for a code besides your password when you log in. 

3. Encryption:

Use encryption to ensure that only the intended recipient can decipher your email communications. Encryptions are an example of the significance of email security today.  

4. Update your software:

Ensure your operating system and email client install the most recent security updates. 

5. Beware of phishing scams:

In these scams, hackers assume another person’s identity in an attempt to obtain your personal information. Emails requesting sensitive information or containing dubious links should be avoided as they are likely phishing attack resources. 

6. Select a reliable provider for email services:

Look for a professional Business email service provider that uses encryption and other security methods to safeguard your data. 

7. Consider using a VPN to safeguard your email:

A VPN can prevent hackers from intercepting emails by masking our IP address and encrypting our internet connection. 

Updating your email apps is a crucial step for email security. It’s common for people to use applications to access their email accounts, but these aren’t foolproof and can be exploited by hackers. For example, a cybercriminal may use the mail portal’s vulnerability to send spam emails or break into accounts and steal data.    

Email Security Policies   

Email policies form a comprehensive set of guidelines designed to uphold the confidentiality, integrity, and functionality of email communication. They constitute a critical component of overall. A well-structured policy should encompass the following fundamental elements: 

1. Appropriate Use: 

Clearly define what constitutes appropriate email use within the organization. Specify users, usage guidelines, and the intended purposes of email communication. 

2. Password and Authentication: 

Mandate the use of robust passwords and two-factor authentication to ensure that only authorized individuals can access email accounts securely. 

3. Encryption: 

Emphasize the necessity of encrypting sensitive content before transmission, thereby preventing unauthorized access to confidential information. 

4. Virus Protection: 

Clearly outline protocols for the collection of email messages and attachments, specifying when and for what duration virus protection measures should be in place. 

5. Retention and Deletion: 

Establish guidelines for how long email messages and attachments should be retained and accessible, with clear directives on deletion timelines. 

6. Training: 

Make it mandatory for all employees to undergo comprehensive email best practices training. Cover essential topics such as recognizing phishing scams and understanding other email-related hazards. 

7. Incident Reporting: 

Define a structured process for reporting and investigating breaches or other related incidents. 

8. Monitoring: 

Specify how email conversations will be monitored to ensure compliance. Regularly monitor and conduct audits or logging activities, demonstrating a commitment to the significance of email security. 

9. Enforcement: 

Clearly articulate the consequences for violating the email security policy, including disciplinary measures and, if necessary, legal repercussions. 


To sum up, in the changing digital landscape, electronic mail has become fundamental to connecting individuals worldwide in an instant. However, malicious actors constantly attempt to take advantage of this technology. Consequently, fortifying your email accounts has never been more significant. Organizations must consider this the highest priority concern, implementing rigorous policies while guaranteeing a comprehensive understanding of secure cyber practices among all personnel. Only through such vigilance and precaution can we ensure our digital interactions remain unhindered and protected from those with harmful intentions. 


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