Email is one of the most essential tools in your business—but it’s also one of the most targeted by cybercriminals. From phishing scams to data leaks, email threats can cost your business time, money, and trust. The good news? A few simple changes can go a long way in protecting your inbox.
Here are straightforward steps every business owner can take to strengthen email security across their team.
1. Use Strong Passwords
It starts with the basics. Every email account should be protected with a strong, unique password that isn’t used anywhere else. Avoid names, dictionary words, or anything easy to guess. Instead, use a mix of upper and lowercase letters, numbers, and special characters—or better yet, a passphrase like “GoBlueSky_27Time$.”
Encourage your team to update passwords regularly and never share them over email or text.
2. Turn On Multi-Factor Authentication (MFA)
Even strong passwords can be compromised. Multi-Factor Authentication (MFA) adds an extra layer of protection by requiring a second form of identification—like a code sent to your phone—when logging in.
Most major email providers, including Microsoft 365 and Gmail, offer MFA. Turn it on for every user in your organization. It’s one of the easiest and most effective ways to prevent unauthorized access.
3. Train Employees to Spot Phishing
Phishing emails are designed to trick people into clicking malicious links, downloading infected attachments, or giving away sensitive information. These messages often appear to come from banks, vendors, or even other employees.
Regular training—even short reminders—can help your team recognize the warning signs:
Misspelled words or strange email addresses
Urgent requests for money or information
Unexpected attachments or links
Slight variations of legitimate domains (like amaz0n.com instead of amazon.com)
If something looks suspicious, employees should be encouraged to pause and ask IT or management before taking action.
4. Use a Business-Grade Email Platform
If you’re still using free email accounts like Gmail or Yahoo for business, it’s time to upgrade. Platforms like Microsoft 365 and Google Workspace offer better security, encryption, and administrative control.
They also allow you to enforce company-wide policies, such as password requirements and MFA, and provide built-in spam and phishing filters that help block threats before they reach your inbox.
5. Keep Email Software Up to Date
Outdated software can have vulnerabilities that hackers exploit. Make sure all email apps and browsers are updated regularly—not just on company computers, but also on personal devices used for work.
This includes mobile apps, desktop clients (like Outlook), and any email extensions or plug-ins.
Book Your Cybersecurity Risk Assessment!
You don’t need to be an IT expert to protect your business email. With a few smart steps—strong passwords, MFA, phishing awareness, secure platforms, and regular updates—you can dramatically reduce your risk of email-based attacks.
Cybersecurity doesn’t have to be complicated. Start with email, and you’ll be taking a big step in the right direction. Book a discovery meeting below if you’re concerned about cybersecurity.
Phillip Long – CISSP, CEO of , along with his team of marketing and information technology experts, will walk you through an overview of what your business should be doing to protect your data and plan your digital marketing strategies.
You may reach out to us at: Phone: 251-405-2555 Email:Â support@askbis.com
