Email Security 101: What Every Employee Should Know
- Allison Landolina
- 5 days ago
- 5 min read
Despite constant technological advancement and development, one thing has remained the same for years: email is the most common entry point for cyberattacks, especially for small and mid-sized businesses.
Cybercriminals often target email because it provides a direct line to employees. It is easier to rely on a human making a simple mistake than it would be to break through complex technological barriers. In fact, many major security breaches actually begin with a simple email message. And unfortunately, cybercriminals are aware that smaller businesses tend to have less training when it comes to phishing and cybersecurity awareness.
Because these attacks rely so heavily on deception, all employees play a critical role in cybersecurity. A member of the staff who recognizes a suspicious email can prevent severe damage to the company. In this blog, we'll break down all the information your team should know in order to be able to identify potential email scams and how they should go about responding to them.
Understanding Phishing Emails
Phishing emails are the most common cyberattack, with 90% of data breaches starting with a deceptive email. So what are they?
Phishing emails are fraudulent emails designed to trick users into:
Clicking on malicious links
Entering login information
Sharing sensitive information
Phishing emails are designed to look legitimate, and may even appear to be sent by a trusted individual or organization. Luckily, there are always tell-tale signs that the email is fake. Your employees should be able to spot the following warning signs:
Urgent Language
One of the most commonly used tactics for phishing emails is creating a sense of urgency. Attackers want recipients to act quickly, without being able to give thought to whether or not the email is actually legitimate. Some phrases to watch out for might be "immediate action required," "urgent payment needed today," or "your account will be suspended."
Legitimate organizations will rarely demand action through email alone, especially when it involves sensitive information or financial transactions.
Unexpected Links
Phishing emails frequently contain links that lead to malicious websites designed to steal login information or install malware. These links may appear to point to trusted services like banking websites or even internal portals.
Before clicking any link, employees should:
Hover over the link to preview the destination
Check for misspellings and unusual domains
Avoid logging into accounts through links in unsolicited emails
If an email suggests there is an issue with an account, it is safer to navigate to the official website rather than clicking links from emails.
Suspicious Sender Address
Attackers often disguise their emails to look like they come from trusted individuals or organizations. However, the sender's email address will often contain subtle differences that reveal the message is fraudulent.
Examples can include:
Misspellings of company names or domains (enc0mpassit instead of encompassit, for example)
Addresses that look legitimate but come from a different domain
External email addresses pretending to be internal employees
Employees should examine the full sender address, not just the display name.
Requests for Passwords or Payment
Legitimate companies or IT departments will not request passwords through email. Any message asking for login credentials, financial information, or payment transfers should automatically raise suspicion. Requests to reset passwords through a link, instructions to update banking information, urgent wire transfer requests, or vendor emails requesting payment changes are all common phishing scenarios.
When financial or credential requests come up over email, employees should always verify the request through a separate communication channel, such as calling a person directly or contacting a vendor through contact information that has already been validated.
Best Practices for Safe Email Usage
Even with cybersecurity tools in place, employee behavior plays a huge role in not allowing threats to escalate. Following a few simple practices can make all the difference in keeping your business secure and reducing the risk of phishing, malware infections, and account compromise.
Always Verify Suspicious Messages
If an email request seems unusual, urgent, or otherwise suspicious, employees should take the time to verify it before taking any action.
As previously mentioned, employees should always confirm the legitimacy of requests through a separate communication method. For example, if an email that appears to come from a manager requests payment or sensitive information, it is always best to verify through a phone call or internal messaging system. It is best to never solely use the email itself to verify legitimacy, as the account may be compromised and the attacker may be able to continue the deception.
Be Careful with Attachments
Email attachments are another common method used to distribute malware. Attackers frequently disguise malicious files as routine documents such as invoices, purchase orders, shipping notices, or even resumes.
Employees should only open attachments when they:
Recognize the sender
Are expecting the file
Trust the source of the email
If an attachment arrives unexpectedly or seems unrelated to a typical work activity, it is worth going through the steps to verify before opening.
Being cautious with attachments can help prevent ransomware and other malware from entering your organization's network.
Use Strong Passwords and Multi-Factor Authentication
Strong password practices are essential for protecting email accounts. Weak or reused passwords make it easy for attackers to gain unauthorized access to accounts.
Employees should use:
Unique passwords for each system
Long, complex passwords or passphrases
Password managers when available
In addition, multi-factor authentication (MFA) adds a crucial layer of protection. MFA requires users to confirm their identity using a second factor, such as a mobile app or text message. This means that even if an attacker has managed to steal your password, they wont be able to access your account.
Report Suspicious Emails Immediately
Employees shouldn't wait to report any suspicious activity they identify. Early reporting allows for IT teams to prevent damage from spreading any further protecting the rest of the organization.
When suspicious emails are reported quickly, security teams can:
Block malicious senders
Remove phishing emails from other inboxes
Investigate potential threats
Prevent the attacks from spreading
How Businesses Strengthen Email Security
While employee awareness is undoubtedly critical, businesses can also implement technology to ensure better email security.
This includes:
Advanced spam filtering
Email threat protection platforms
Multi-Factor Authentication
Security awareness training
Continuous monitoring and threat detection
These added layers will help reduce risk even if a user makes a mistake.
Why Email Security is a Team Effort
Cybersecurity is often thought to be the sole responsibility of the IT department, but in reality, it affects every member of the organization. Most cyberattacks rely on human interaction, and because of this, protecting a business from cyber threats requires effort across the entire organization.
Because technology alone cannot eliminate all risks, companies need clear policies and procedures that define how employees should respond to suspicious activity. Security policies ensure that everyone is on the same page and follows consistent practices to protect data.
Another critical component is ongoing employee training. Because cyber threats evolve constantly, it's imperative that your team is educated regularly on new methods used by attackers. Training sessions and phishing simulations can reinforce safe behaviors and keep security as a priority for all employees.
In this environment, employees who understand common email threats and security best practices become an important part of the IT defense strategy and can help to identify and stop attacks before they can cause serious harm.
Ensuring Security with Encompass IT Solutions
Email remains one of the easiest ways for cybercriminals to target businesses. But with the right awareness and security practices, employees can stop many attacks before they cause damage.
If your business is looking for stronger protection and better education when it comes to phishing, ransomware, and email-based attacks, Encompass IT Solutions can help. Our team provides advanced email security, employee cybersecurity training, and 24/7 monitoring and threat detection.
Book a free discovery call with us today to learn how we can help keep your organization secure.
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