6 Ways for Businesses To Send Secure Emails

6 Ways for Businesses To Send Secure Emails

Email is a valuable and practical communication tool, but it could be vulnerable to online attacks and data breaches.

Businesses must take precautions to prevent unauthorized access or interception of emails to preserve trust and create lasting customer connections. Here are six ways to send secure emails:

1. Use Email Encryption

Email encryption scrambles or masks the contents of your email to protect sensitive information from being viewed by unauthorized persons. Only the intended recipient can read encrypted messages and attachments after they log in.

With encryption, senders can have more control over emails, including denying access to the wrong recipients and monitoring when emails are opened.  

Some free email services may contain a layer of built-in encryption, but businesses handling protected health information (PHI) need more. Attackers could find a way to intercept the mail in transit and access sensitive data. Find an encrypted email service provider to send secure emails.

2. Set Strong Passwords

Criminals can access sensitive information and compromise your business if they successfully guess your email password. Create complex passwords by combining capital and lowercase letters, numbers, and special characters.

Avoid using popular passwords like 12345 or your birth year. Simple passwords are memorable, but they are also accessible to fraudsters.

3. Apply Two-factor Authentication

Another security measure you can include in your emails is two-factor authentication, which asks the recipient to validate their identity before accessing any email content.

The verification can be through SMS codes or specific questions. Recipients can only view emails after completing the authentication process.

4. Beware Of Phishing

Avoid downloading questionable attachments or clicking on links from hidden senders since they can contain malware. If you’re skeptical of the sender of an email, don’t open it. Emails that request your personal information or private company details can also be from criminals.

Offer additional protection from malware attachments by using secure email applications with antispam and antivirus software.

5. Countercheck Recipient and Content Details

Countercheck recipients before sending to avoid data breaches or the unauthorized disclosure of sensitive information. Confirm the attachments and reread the message to delete any private data.

Some email providers will scan your email for sensitive information and warn you to encrypt sensitive data before sharing.

6.  Avoid Public Wi-Fi

Public Wi-Fi is available for anybody, presenting an excellent opportunity for hackers. Threat actors can get in the way of your connection to a legitimate Wi-Fi network and intercept any data you share.

They can also use specialized software to look for passwords you’ve typed into emails or saved in your browser.

Always send customer-related personal information via a secured network. Use your mobile phone hotspot or wait for a private connection.

When using a public Wi-Fi network, make sure that you encrypt your connection with a virtual private network (VPN) to stop hackers from intercepting your emails.

Send Secure Emails

Find an email service provider that offers secure data prevention features, antivirus protection, and end-to-end encryption to send specific emails. Only authorized people can access emails if you use providers with suitable access control mechanisms. Protect your business and customer data by investing in a HIPPA-compliant email service today.

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