In our role as mail server administrators, we may have a deep understanding of how to use email safely and securely, but what about the end-users? Even if you take every precaution to keep your network free of spam and malware, a single user clicking on a link in a spam message can compromise the security of your entire network. Consider the recent incidents that could have been avoided if users had the necessary knowledge to recognize phishing scams and other threats.
Email scams and attacks on organizations continue to be increasingly harmful to them. As a result, it is recommended that sensitive information not be sent via email as a general rule or if it is necessary then use VPN or change your IP address whether it is IPv4 or IPv6. Employers and employees alike can benefit from the suggestions provided below, which will help to ensure the security of company information when communicating via email.
Quick Safety Tips to Follow
- Be sure to regularly update your passwords.
- Make your passwords as strong as possible. Never use the words “password” or “letmein” in your password.
- Take the time to create a unique password for each of your online profiles. The risk of identity theft increases dramatically if you use the same password for both your bank account and your email.
- Never open an attachment unless you’ve confirmed the sender and know what to expect from the message.
- Email messages instructing you to enable macros prior to downloading Word or Excel attachments should be avoided like the plague.
- Ensure that your local computer has antivirus software that is current with the latest virus definitions.
- Don’t open attachments from people you don’t know unless you’re sure they are safe. Remove it as soon as possible.
- Learn or take a course in recognizing phishing attacks.
- Sending you threatening messages with the intent of terminating your account
- When you’re asked for sensitive information, like your passwords or SSN
- “Urgent” and other words like it, which instill a false sense of urgency
- Emails with fictitious headers
- Incorrect grammar or spelling
- Before you click on any links, make sure the URL looks legitimate by hovering your mouse pointer over them.
- Rather than clicking on a link, open a new browser and type in the address manually.
- You shouldn’t give out your email address to sites that you don’t know and don’t believe in.
- Keep your email address private at all times. These sites are frequently scoured by spammers in search of email addresses.
- Don’t unsubscribe from a spam email by clicking the “Unsubscribe” link. To the spammer, it would only serve to confirm that your email address is real, which could lead to more spam.
- Recognize that reputable companies will never ask for personal information via email, regardless of the medium.
- Personal information should never be sent via email.
- Responding to unsolicited emails is a waste of time. The FROM header in the spam message is most likely to be forged, so your reply will not go back to the original spammer if you reply to spam.
- Don’t give out your passwords.
- Make sure you log out of your account.
Double-check the sender’s identity
This does not necessarily imply that the email is spam or malicious, but it is prudent to proceed with caution. Keep an eye out for red flags. Were you hoping to receive an email from the insider? If so, does the content make sense in the context of the service that you provide? Other red flags may be present even if the email is from a known contact, so it is recommended to keep an eye out in case the sender’s account has been compromised as a result of the compromise.
Never send sensitive information via email
It is best not to send any sensitive information via email because once you send an email, you have no control over what happens with it or to whom it is sent. Information that should not be sent via email includes passwords, bank account numbers, and social security numbers.
Don’t take immediate action
It’s best not to take immediate action if you receive an email with malicious intent. Malicious emails require action in order to be successful, whether it’s clicking on a link or opening and downloading an attachment. If you do not open the document that contains the virus, the virus will not be able to infect your computer.
This even applies to “Unsubscribe” links on e-mail messages. Spammers frequently employ an impersonated Unsubscribe link as bait for more malicious intent, such as redirecting you to a website that infects your computer with viruses or cookies or including your email address on additional mailing lists.
Make use of a spam filter
It is possible to keep spam emails out of your inbox by implementing spam filters. The configuration and software of some spam filters allow them to automatically remove junk emails and block web bugs that monitor your activity and system data.
Check known spam data centers
A list of known email spam senders and their IP addresses is maintained by some well-known internet security vendors. As a security measure and as a way to verify if an email you received is spam, this can be an effective tool.
Make use of antivirus software
It is critical that you install and keep up-to-date antivirus software in order to avoid infection.
Don’t forget to log out of your email account
It’s critical that you remember to log out of your email account, particularly if you’re using a public computer. This may prevent unauthorized users from accessing your account.
Change your passwords frequently and don’t share them with anyone
It is recommended that you change your passwords at least once every 60 days. Use a combination of letters and numbers in your passwords to make them more difficult to guess. When creating a password, avoid using the company’s name or something generic like “1234” or “Password.” This is a common mistake that many people make. Never give out your passwords to anyone else.
