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Small Business Email Security Risks and Tips

ByJudith Hours Posted on Reading Time: 5 minutes
Small Business Email Security Tips

Many small businesses overlook email security until they experience a breach. Cybercriminals often target small businesses because they assume security is weak. My advice? Be proactive, not reactive.

Treat Email Security as a Business Priority

Many small business owners think they’re “too small” to be a target. However, 43% of cyberattacks target small businesses, and many don’t recover from a severe breach. Invest in email security early—it’s cheaper than dealing with a breach later.

Educate Employees (Even Non-Tech Staff)

Human error is the most significant vulnerability. Regularly train employees on the following:

  • How to identify phishing emails and scams.
  • The risks of clicking unknown links or downloading attachments.
  • The importance of using strong, unique passwords.
  • Reporting suspicious emails instead of ignoring them.

Enforce Strong Password Policies & MFA

Small businesses often rely on weak or repeated passwords. To fix this:

  • Use a password manager to store complex passwords.
  • Enforce multi-factor authentication (MFA) for all email accounts.
  • Require password changes every few months.

Use a Professional Email Security Solution

Relying solely on Gmail or Outlook’s built-in security is risky. Consider:

  • Spam & Phishing Filters: Blocks suspicious emails.
  • Email Encryption: Protects sensitive emails.
  • Backup & Archiving: Prevents data loss in cyberattacks.

Implement Email Authentication (DMARC, SPF, DKIM)

To prevent spoofing and email fraud, set up:

  • SPF (Sender Policy Framework): Prevents unauthorized email senders.
  • DKIM (DomainKeys Identified Mail): Verifies email authenticity.
  • DMARC (Domain-based Message Authentication): Protects against phishing.

Set Up a Response Plan for Email Breaches

Hope for the best, but prepare for the worst. Have a plan for:

  • Detecting and responding to phishing attacks.
  • Locking down compromised accounts.
  • Notifying affected customers or partners.
  • Restoring lost data from backups.

Monitor Email Traffic for Suspicious Activity

Small businesses should regularly check:

  • Unusual login locations.
  • Multiple failed login attempts.
  • Outgoing emails flagged as spam.

Small Steps Make a Big Difference

Even with a limited budget, small businesses can dramatically reduce risks with simple steps like training employees, enabling MFA, and using basic email security tools. Cybersecurity isn’t an expense—it’s an investment in your business’s survival.

Here are key email security risks, concerns, and tips for small businesses:

Phishing Attacks

Risk: Employees may receive emails impersonating legitimate sources, tricking them into revealing sensitive information, or downloading malware.

Prevention:

  • Train employees to identify suspicious emails (e.g., unknown senders, urgent requests, grammar errors).
  • Use email filtering tools to detect and block phishing attempts.
  • Enable multi-factor authentication (MFA) for email logins.

Malware and Ransomware

Risk: Clicking on malicious attachments or links can install malware, which can lead to data theft or encryption (ransomware).

Prevention:

  • Use strong antivirus and endpoint protection software.
  • Block automatic downloads of attachments from unknown sources.
  • Regularly update software and operating systems.
  • Backup critical data frequently in secure locations.

Business Email Compromise (BEC)

Risk: Attackers pose as executives, suppliers, or customers to trick employees into transferring money or sharing confidential data.

Prevention:

  • Verify all financial transactions through a secondary method (phone call, in-person).
  • Educate employees on BEC scams.
  • Implement strict financial authorization protocols.

Weak Passwords and Credential Theft

Risk: Employees using weak or reused passwords make email accounts easy targets for hackers.

Prevention:

  • Require strong, unique passwords and enforce password changes regularly.
  • Implement multi-factor authentication (MFA) for added security.
  • Use a password manager to store and manage credentials securely.

Unsecured Email Communication

Risk: Sending sensitive data over unencrypted email can lead to data breaches.

Prevention:

  • Use email encryption for confidential communications.
  • Implement a secure email gateway to filter and monitor emails.
  • Restrict the sharing of sensitive data through email unless necessary.

Insider Threats

Risk: Employees (intentionally or unintentionally) leak sensitive data via email.

Prevention:

  • Set user access controls based on job roles.
  • Monitor email activity for suspicious behavior.
  • Conduct security awareness training regularly.

Outdated Software and Unpatched Systems

Risk: Unpatched email clients or outdated software can be exploited by hackers.

Prevention:

  • Regularly update all email software and security patches.
  • Use cloud-based email security services with automatic updates.
  • Conduct periodic security audits.

Spam and Email Spoofing

Risk: Spam emails clutter inboxes and may contain malicious links. Spoofed emails impersonate trusted sources to trick recipients.

Prevention:

  • To prevent spoofing, implement Domain-based Message Authentication, Reporting, and Conformance (DMARC), SPF, and DKIM.
  • Use email filtering to block spam and malicious emails.
  • Educate employees on how to recognize and report suspicious emails.

Budget Friendly Easy To Use Security Tools

Here are some budget-friendly and easy-to-use email security tools for small businesses. These tools provide affordable protection without requiring a dedicated IT team.

Email Filtering & Anti-Spam (Stops phishing, spam, and malware)

Email Encryption (Protects sensitive emails)

  • Virtru – Simple, affordable encryption that integrates with Gmail and Outlook.
  • ProtonMail – Free end-to-end encrypted email for basic security needs.
  • Tuta – Budget-friendly, privacy-focused email with automatic encryption.

Multi-factor Authentication (MFA) (Prevents unauthorized email access)

  • Authy – Free and easy to use, great for adding MFA to email logins.
  • Google Authenticator – Free and works with most email providers.
  • Duo Security – Free for up to 10 users, provides strong MFA security.

Email Authentication (DMARC, SPF, DKIM) (Prevents email spoofing & fraud)

  • PowerDMARC Free Plan – Helps set up and monitor DMARC records.
  • Postmark SPF & DKIM Setup – Simple, free tools to secure email domains.
  • MXToolbox – Free tools to check SPF, DKIM, and DMARC setup.

Endpoint Protection (Stops malware from email attachments)

  • Malwarebytes – Budget-friendly, lightweight antivirus to stop email malware.
  • Sophos Home – Free and paid versions with strong malware protection.
  • Bitdefender GravityZone – Affordable endpoint security for small businesses.

Backup & Recovery (Protects emails from accidental deletion or ransomware)

Employee Security Awareness Training (Prevents human errors)

Best All-in-One Budget Email Security Tool?

With all the information above, you know how to implement a solid security program for your business.

Summarizing Tips for Email Security:

  • Train Employees on cybersecurity awareness.
  • Implement Email Security Policies for handling sensitive information.
  • Use Secure Email Gateways to filter threats.
  • Backup Emails and Data to prevent data loss from cyberattacks.
  • Monitor Email Logs for unusual activity.

By following these practices, small businesses can significantly reduce email-related security risks and protect their valuable data. Now, go secure your business email!

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