Effective email security is just as much about the behaviors and habits of employees as it is the technological safeguards that are in place. While there is a lot that spam filters and antivirus software can do to limit threats, education and awareness is your best defense against email-driven threats. These tips are a great place to start.
Use smart password best practices:
Change your password frequently
Never use the same password twice
Use strong passwords that are difficult to guess, and include numbers and symbols
Use a different password for each of your accounts – if one account is compromised, your other accounts will be as well
Never open attachment that come from an unknown sender, or from a known sender when you’re not expecting anything from them
Be wary of email messages that ask you to enable macros before downloading Word or Excel attachments
Use antivirus software on your desktop computer and/or laptop, and make sure it’s always enabled and kept up-to-date with the latest virus definitions
Learn how to recognize phishing attempts by keeping an eye out for things like:
Messages that threaten to delete or lock your out of your account if certain steps aren’t taken
Requests for personal information such as passwords, credit card or banking information, or Social Security numbers
Subject lines that seem urgent or threatening
Email addresses that don’t look right – missing or added letters in a familiar address is a common tactic
Poor grammar and basic spelling mistakes
Hover your mouse over embedded links to make sure the address matches what it’s been described as, and open a new browser window and manually type in the address instead of clicking the link if you have any doubts
Don’t give your email address to websites you’re unfamiliar with and can’t be 100% sure are legitimate or safe
Don’t post your email address to public websites or forums, as hackers and scammers will often check these kinds of sites for email addresses they can target
Never reply to or click the “Unsubscribe” link in a spam email, as this will tell the spammer your address is legitimate and in use, which could lead to you receiving even more spam
Always remember that reputable businesses will never ask for personal information via email under any circumstance
Don’t send personal or sensitive information over email
Never share your password with anyone, including coworkers
Be sure to log out of your email before you walk away from your workstation or close your laptop
Avoid public wi-fi when possible, and refrain from logging into or checking your email when using a public connection – even one that is password protected. Places like coffee shops often provide Internet access to paying customers, but these passwords are rarely changed
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