How To Protect Your Email Security and Privacy

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Image Created with Meta.AI

 It's National Email Week! This holiday is celebrated during the second week of June, is designed to help us celebrate the role it plays in our personal and professional lives and find out how we can better use, privacy, and security of our email systems. As an IT professional, I take email security very seriously. Our customers constantly come to me with real concerns about how to protect the privacy and security of their emails, especially since it's how most of you communicate in this digital world. Even though email has been around for a while, many of you don't know how to protect your email. Keeping your email safe isn’t complicated, although it does take a bit of know-how. Here's what you need to know:

Cybercrime is a human problem. Protecting your email from criminals is important in today's digital landscape, as your email accounts often serve as a central hub for criminals to access your personal information and access to other online services like your financial, social media, and online security accounts. Here's how you can fortify your email security:

Stop expecting strong security and quick support from free email services. I see so many of you get frustrated when your free email doesn't do a better job of stopping spam or giving you access back to your hacked account. Free means you use it as it is and don't expect anything extra. Free email accounts are great when they are used for personal, casual use, never for business use. So when that free account stops working with Windows Mail, Apple Mail, or your smartphone email program, don't get mad. Understand that free email is designed to be limited. If you need email services that are robust and secure, pay for an email service.

Enable two-factor authentication (2FA) protection for your business and personal email. 2FA (also known as two-step verification) adds an extra layer of security requiring a second verification step besides your password, passphrase or passkey to log in. 2FA is probably one of the best ways to prevent your email account from getting hacked and believe it or not, even free email services offer 2FA. Turn it on now!

Strengthen Your Passphrase Protection. Let me guess, you keep secure information in your inbox or other subfolders in your email, and you haven't changed your password since the pandemic? Well, no wonder your email got hacked. It's okay, its time you stop using passwords and switch the passphrases instead. A passphase is a password made of two or more unrelated words that creates a strong password that takes centuries to crack. Think 'StinkyButtChicken23!', RubberTurtleClock457? or RobotBoxBottle678!. Passphrases like these will keep your accounts safe from hackers.

Recognize Phishing Attempts. Crooks know that you trust the messages that appear in your inbox, and it's easier to trick you into clicking on a link rather than trying to break into your device and in this age of AI, any bogus email can look like one for legit. To check emails for fraud, always scrutinize the sender's actual email address for mismatches or unusual domains. Be wary of generic greetings, spelling errors, urgent or threatening language, and suspicious links—always hover over them to reveal the true URL before clicking. Finally, never provide personal or financial information via email, and if in doubt, contact the alleged sender directly through official channels.

Stop storing sensitive information in your email folders. True story, we've had countless customers lose access to all of their online accounts because they stored passwords in some subfolder of their email program. Download and store important documents on your devices. Save passwords for online accounts in a password manager such as the ones in your favorite web browser.

Consider using Separate Email Accounts. Consider using different email addresses for different tasks. One for personal use, one for online shopping/subscriptions, and one for work. If one account is compromised, the others are less likely to be affected.

Backup Important Emails Regularly. Consider backing up important emails, especially for business purposes, to protect against accidental deletion, ransomware, or account loss. Many email providers don't keep backups of your emails.

By following these tips, you can significantly enhance your email security and protect yourself from criminals. Remember, vigilance and proactive security measures are crucial for keeping your email account safe and secure. If you have any questions, please feel free to reach out to me.

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Want to ask me a tech question? Send it to burton@callintegralnow.com. I love technology. I've read all of the manuals, and I'm serious about making technology fun and easy to use for everyone.

Need computer or technology help? If you need on-site, remote tech support or Managed IT Services for your Windows\Macintosh, computers, laptops, Android/Apple smartphones, tablets, printers, routers, smart home devices, and anything else that connects to the Internet, please feel free to contact my team at Integral. Our team of friendly tech experts can help you with any IT needs you might have. Reach out to us a www.callintegralnow.com or phone at 888.256.0829.

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The above content is provided for information purposes only. All information included therein is subject to change without notice. I am not responsible for any direct or indirect damages arising from or related to the use of or reliance on the above content.