18 Email Safety Tips EVERY User Should Know

We’ve all been there, excitedly opening an email, only to find it’s a cunningly disguised attempt to relieve us of our private information. You might even wonder, is that really an email from your boss? 

Today, emails are indispensable, but they can also act as a virtual playground for hackers and cybercriminals. Cyber threats lurk behind seemingly harmless messages, jeopardising our privacy and security.

Each click can potentially expose sensitive information to prying eyes, each reply might lead to a chain of malicious activity. Makes for a daunting reality, doesn’t it?

But what if there were ways to fortify your email security, to navigate your inbox with confidence? Here are the top ways to send email without being traced, ensuring your privacy and security.

Imagine a world where your emails are more than just a communication tool; they’re a fortress, resilient against the onslaught of cyber threats. Intriguing thought, isn’t it? …

This article shares 18 email safety tips that every user should know, guiding you towards a future where email security isn’t a constant concern but a reassuring certainty.

Each section is a step towards stronger protection, from basic best practices to advanced security measures.

So, let’s get into it…

The Importance of Password Management

Effectively managing your passwords is a crucial element of email security, involving practices such as frequent password changes, the use of strong, unique passwords, and leveraging password managers, all of which significantly reduce the likelihood of unauthorised account access.

Changing your password frequently

Your email password is your first line of defence against potential threats. Make it a habit to change your password regularly.

This practice will keep your email account less vulnerable to hackers and cyber threats.

Using strong passwords

A password should be like a toothbrush, unique and changed often. Use a mix of symbols, numbers, and uppercase and lowercase letters.

The more complex it is, the harder it is for cyber criminals to guess.

Unique passwords for each account

Avoid using the same password across multiple email accounts.

This practice is akin to putting all your eggs in one basket; if one account is compromised, all could potentially be at risk.

By employing a unique password for each account, you ensure that a breach in one doesn’t endanger the others.

Remembering multiple strong passwords can be a challenge, but a reliable password manager can help. These tools securely store and retrieve your passwords when needed.

With a password manager, you only need to remember one master password, simplifying the process while enhancing security.

So, despite the added effort, the enhanced safety you get from using unique passwords for each account is well worth it.

Handling Emails Correctly

Navigating your inbox with caution is key to ensuring email safety. From identifying unknown senders to spotting and reporting suspicious emails, proper handling can make a world of difference in securing your digital communications.

• Be wary of unknown senders: Remember the old saying, “don’t talk to strangers”? The same goes for your inbox. Do not open emails from someone you do not know or trust.
• Spotting suspicious emails: Is the email too good to be true? Does it make you feel uneasy? If an email seems fishy, it probably is. Be on the lookout for poor grammar, misspellings, or strange email addresses.
• Reporting suspicious emails: When you spot a suspicious email, don’t just delete it – report it. By reporting it as spam, you help your email provider to improve their spam filters and protect other users.

Protecting Sensitive Information

When it comes to emails, safeguarding your sensitive information is paramount. From avoiding sending confidential data via email to keeping personal information private and verifying banking correspondence, the way you manage your information can significantly enhance your email security.

Not sending sensitive information via email

Avoid sending sensitive information over email. This includes things like your credit card information, social security number, and other personal details.

These can easily be intercepted by hackers.

Keeping personal information private

Safeguard your personal information. Remember, once you hit send, you can’t take it back.

Don’t share bank or credit card information via email. Hackers may intercept your email or gain access to your sent items.

Verifying banking correspondence

If you receive an email claiming to be from your bank, don’t click any links. Call your bank branch instead.

This will protect you from phishing scams where criminals pretend to be a legitimate institution to steal your information. Learn more about how to recognise phishing emails and stay protected.

Using Protective Measures

Taking proactive steps in your email usage can greatly bolster your defences against cyber threats.

This involves employing spam filters, cautious handling of email attachments, properly logging out of accounts, and maintaining up-to-date antivirus software

Using spam filters

Most email providers offer spam filters. Make sure yours is switched on.

This keeps most spam emails out of your inbox, reducing the risk of falling for a phishing scam.

Avoiding email attachments from unknown sources

Attachments can contain viruses or malware. Don’t open any attachments from people you don’t know or trust.

Even if the email looks like it’s from a trusted source, verify with the sender before opening any unexpected attachments.

Logging out of email accounts

Ensure you sign out from your email account, especially on shared or public devices.

Staying logged in could make it easy for someone to access your account without your knowledge.

Using antivirus software

Antivirus software acts as a protective barrier for your device. Keep it up to date to ensure it can combat the latest threats.

It can scan email attachments for viruses, providing an extra layer of security.

Advanced Email Security

Beyond basic precautions, implementing advanced security measures such as two-factor authentication, employee training on email threats, and diligent monitoring of inbox activity can provide an extra layer of protection, making your email usage safer and more secure.

Using Two-Factor authentication

Two-factor authentication (2FA) adds an extra layer of security to your email logins.

Alongside your password, you will need another form of identification, such as a fingerprint or a unique code sent to your mobile.

Training employees on email threats

If you’re running a business, employee education is crucial. Ensure your team knows how to identify and avoid email-based threats.

Regularly updating this training can prevent a significant number of data breaches.

Related: Why Cyber Security Training Is Important

Monitoring suspicious inbox activity

Keep an eye on your inbox. Missing emails or a large number of unexpected emails could signify that someone has access to your account.

If you notice any unusual activity, change your password immediately and report it to your email provider.

In Summary

To wrap up, email security is paramount in this digital age.

It’s a delicate balance between enjoying the convenience of digital communication and ensuring our personal data’s security.

This article has provided an in-depth guide to 18 essential email safety tips.

We’ve traversed basic precautions such as password safety, careful handling of emails, protecting sensitive information, and using protective measures.

We also discussed advanced security strategies including employee training, two-factor authentication, and vigilant inbox monitoring.

Remember, your email safety is in your hands, and with these tips, you should now be equipped to make your digital communications more secure.

Stay vigilant and, more importantly, stay safe.

FAQ’s: 

How can I protect my email when using public Wi-Fi?

It’s advisable to use a Virtual Private Network (VPN) when accessing your email on public Wi-Fi. This encrypts your internet connection, making it harder for others to intercept your data.

Should I back up my email data?

Absolutely, regular backups can save you from data loss in case of account hacking or accidental deletion. Many email platforms offer inbuilt backup options, or you can use third-party tools.

What should I do if my email account gets hacked?

If you suspect your email account is compromised, the first step is to change your password immediately. Then, notify your email provider, check your account for any unauthorised changes, and warn your contacts that your account has been hacked. It’s also advisable to check your devices for malware.