A Deep Dive into Business Email Security Management

By Sivan Kaspi, Updated on October 10, 2023, 10 min read
Email security

Despite the emergence of tools like Slack and Microsoft Teams, email has remained the backbone of modern business communication. It’s hard to imagine a world without the instantaneous exchange of information, proposals, and feedback that email offers over an open protocol. The convenience and simplicity of email, which we’ve come to rely on so heavily, is a double-edged sword.


On one side, we have the ease of communication over an open protocol for almost no cost, and on the other, the looming threats to our security and email domain. As we look deeper into the world of business email, we must grapple with this reality: Convenience vs. Security. How do IT and security teams strike the right balance? How do businesses ensure that the very tool that accelerates their growth doesn’t become the Achilles’ heel that exposes them to unforeseen risks? In this blog, we’ll look deeper at how CISO’s can ensure security for their professional email domain – even if it’s hosted in the cloud. A stat that all IT teams should know: email cyberattacks increased 48% in the first half of 2022. Now is the time to prepare.


The Evolving Threat Landscape for Email Security

Email, once a simple tool for digital letters, has evolved into a complex ecosystem for apps, plugins, and solutions. And just as it has grown in sophistication, so too have the email security threats that target it. In the early days of email, the most common nuisances were spam messages—unsolicited emails promoting products or services. They were more of an annoyance than a genuine threat. But as businesses began to rely more heavily on email for their operations, cybercriminals saw an opportunity to profit


Enter phishing. This hacking tactic involves sending deceptive emails that mimic legitimate organizations, tricking recipients into giving out sensitive information or logging into a fake website. You might recall the early iterations of these attacks: poorly written messages claiming to be from a foreign prince. Phishing has since morphed into a major threat for companies, with attackers crafting eerily convincing replicas of bank emails, corporate communications, and more.


But the evolution didn’t stop there. Ransomware soon joined the hacking ecosystem for email security. Unlike phishing, which seeks to steal information, ransomware attacks aim to hold it hostage. Victims receive seemingly innocuous emails with malicious attachments. Once opened, these attachments encrypt the user’s data, rendering it inaccessible. The only way to retrieve it? Pay a ransom to the attacker.


The rise of phishing and ransomware underscores a crucial point: as email continues to evolve, so too will the threats that target it. It’s a perpetual game of cat and mouse, with businesses and cybercriminals constantly adapting to one another. But by understanding the history of email-based attacks and staying informed about emerging threats, organizations can be better prepared to defend themselves in this ever-changing landscape. The key is that a good offense is the best defense


Your Team: The First Line of Defense for Email Security

Consider this: Every email sent, every attachment opened, and every link clicked is an action performed by a human. And while technology can filter out threats to a large extent, it’s the decisions made by your team that often determine the security outcome. This is where the importance of cybersecurity awareness training becomes glaringly evident. People are your weakest link, but also your best asset for email security.


Cybersecurity training isn’t just a routine seminar or a checklist item. It’s the bridge between sophisticated email security services and the daily actions of every team member and employee. By instilling a sense of awareness and vigilance, training programs empower employees to recognize and thwart potential threats. From identifying the subtle signs of phishing emails to understanding the risks of unsecured networks, a well-informed team can be the difference between a secure database and a costly breach.


In the world of email security, while technology sets the guardrails, it’s the people who navigate within them. Equip them with the right knowledge, and they transform from potential entry points for cyberattacks into a hardened defnese. We’ve even gone through the trouble of putting together a sample agenda for your company training on email security


Email Security Training Agenda

  1. Introduction (10 minutes)
  • Welcome and overview of the training session
  • Importance of email security at work
  1. The Current Threat Landscape (20 minutes)
  • Brief history of email-based attacks
  • Overview of prevalent threats: Phishing, ransomware, etc
  • Real-life examples and case studies of recent email breaches
  1. Understanding Email Security Basics (15 minutes)
  • The role of passwords and their vulnerabilities
  • Two-Factor Authentication (2FA): What it is and why it’s essential
  • Introduction to email encryption
  1. Your Role in Email Security: Best Practices (30 minutes)
  • Recognizing and reporting phishing attempts
  • Safe email habits: Do’s and Don’ts
  • Importance of regular password changes and using strong, unique passwords
  • Safe browsing habits and recognizing secure websites
  1. Advanced Email Security Measures (20 minutes)
  • Deep dive into email encryption: How it works and its benefits
  • Endpoint security: Protecting your devices
  • The role of antivirus and other protective software
  1. Mobile Email Security (15 minutes)
  • The unique challenges of mobile devices
  • Best practices for securing email on smartphones and tablets
  1. Open Discussion and Q&A (30 minutes)
  • Addressing common misconceptions about email security
  • Sharing experiences and challenges faced by attendees
  • Answering questions and providing clarifications
  1. Conclusion and Next Steps (10 minutes)
  • Recap of key takeaways from the training
  • Distributing email security resources and guides
  • Encouraging continuous learning and staying updated on email security trends
  • Hands on Training Area
  1. Feedback and Evaluation (5 minutes)
  • Distributing feedback forms to gather insights on the training’s effectiveness
  • Suggestions for future training sessions or topics of interest


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Two-Factor Authentication: The Single Best Email Security Solution

For email security, relying solely on passwords feels akin to using a lock on a paper door. While they once were the gold standard, passwords alone don’t cut it anymore. Cybercriminals have become adept at cracking even the most complex of passwords, rendering them vulnerable. Enter Two-Factor Authentication (2FA). This mechanism adds an extra layer of security, ensuring that even if a password is compromised, access to the account remains restricted. It’s akin to having a secondary lock, one that requires a unique key generated in real-time or every few seconds, be it through a text message, an app, or a hardware token. TL;DR: Two-factor authentication is one of the easiest things you can deploy that can provide a major impact and uplevel for security. Here are some reasons why:

  • Mitigation of Password-Based Attacks

  • Reduced Risk of Unauthorized Access

  • Protection from Credential Theft

  • Securing Sensitive Information

  • Compliance Requirements

  • Phishing Defense

  • Employee Productivity and Continuity

  • User Convenience

  • Remote Work Security

  • Prevention of Unauthorized Email Access

  • Future-Proofing Security

  • Notification of Suspicious Activity

  • Improved User Authentication Logs

  • Cost-Effective Security Measure

  • Positive User Behavior

  • Overall Network Security

  • User Trust and Reputation

Here’s the thing: in 2022, on average, 1 in 5 advanced email attacks received were successful (18%). You need to do something 18% is terrifying.


Endpoint Security: Beyond the Inbox

Endpoint security

While the inbox is the frontline of email security, the battle doesn’t end there. Endpoint security, encompassing antivirus software and endpoint protection solutions, plays a major role in safeguarding devices from threats. Mobile devices shouldn’t be overlooked here as well. These pocket-sized computers often access the same sensitive information as desktops, making them prime targets for phishing attacks on a small screen. Ensuring they’re equipped with robust security measures is vital.


Endpoint security software also ensures that’s IT and security teams can collect data and load it into their analysis system.


How to Prevent Data Leaks

Data leaks can be catastrophic, and phishing often plays a sinister role in these breaches. By tricking users into providing credentials or accessing malicious links, attackers can gain unauthorized access to sensitive data. Implementing Multi-Factor Authentication (MFA) can be a game-changer here, adding multiple verification layers to prevent unauthorized access, even if initial credentials are compromised. We’ve said it multiple


The Future of Email Security

As we gaze into the horizon, emerging technologies promise to reshape the landscape of email security. From AI-driven threat detection to blockchain-based authentication, the future looks promising. But amidst these advancements, the role of open standards in email security remains paramount. Just as open protocols ensure interoperability and transparency, open standards in email security will ensure a collaborative and robust defense against threats.


Final Thoughts: Building a Fort Know Around Your Email Inbox

Navigating the complexities of email security can be a daunting tasks for even the smartest CTOs, but by implementing best practices like 2FA, encryption, and endpoint security, IT and security can build a formidable defense to secure their enterprise. As we wrap up this deep dive, the call-to-action is clear: Don’t wait for a breach to rethink your email security. Take proactive steps now, fortify your inbox, and ensure that your organization’s digital communication remains both efficient and secure. The first step: implement multi factor authentication and the second step is to build your training program.


Much like the foundational role of open protocols in other domains, email serves as the backbone of modern business communication. Given its pivotal role, ensuring its security isn’t just about protecting data—it’s about safeguarding the very essence of business operations and trust. If your email is hacked – everything else can be hacked.

In the ever-evolving landscape of cyber threats, relying solely on passwords is akin to using a single lock on a treasure chest. While they provide a level of security, the sophistication of modern attacks means that additional measures, like Two-Factor Authentication (2FA), are essential.

Phishing is a deceptive tactic where attackers mimic legitimate emails to trick recipients into divulging sensitive information or accessing malicious links. Its prevalence stems from its effectiveness, as it exploits human trust rather than technical vulnerabilities.

Think of email encryption as sending a coded message where only the recipient has the key to decode it. It ensures that even if intercepted, the email’s content remains unreadable to unauthorized parties.

Mobile devices, with their convenience and ubiquity, can indeed be a vulnerability if not adequately secured. Given that they often access the same sensitive information as desktops, ensuring robust email security measures on mobile is paramount.

Open standards, much like open protocols, ensure transparency, collaboration, and interoperability. In the realm of email security, they pave the way for a unified, robust defense against evolving threats, promoting best practices and innovations.

Businesses should prioritize cybersecurity awareness training for their team, implement 2FA, adopt email encryption, and ensure endpoint security, especially on mobile devices. Proactive measures today can prevent costly breaches tomorrow.

Sivan Kaspi Sivan is the Director of Marketing at Spike. A firm believer that the right kind of tech actually helps us use it less, she is passionate about tools that improve our lives. She starts off each morning reviewing her Spike feed over a good cup of coffee.

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