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How Do Businesses Securely Send Mail?

How Do Businesses Securely Send Mail?

Email is one of the essential business applications used by companies to convey sensitive company information–from proprietary information to customer accounts or confidential negotiations. Today, most businesses use email to conduct their business’s essential functions. This makes business emails the primary target for hackers so they can gain access to sensitive data about a company.

However, there are many ways to ensure that your business emails are protected. In this article, we’ll discuss how businesses securely send mail.

Email Encryptions

When you send an email that’s not encrypted, you put your emails at the risk of being interpreted and read by hackers. Thus, it’s essential to use email encryption to ensure that the connection between the servers is encrypted and secure.

Email encryption is vital since it’ll protect personal information from hackers. Since it only allows individual users to access and read your emails, when you’re encrypting business communications, make sure that your clients have the software to decrypt them.

Fortunately, there are several types of direct mail encryptions to choose from. The kind of email encryptions for your company will depend on the level of security and convenience you require. For email encryption, you may install an email certificate or opt for third-party email encryption services.

Ensure Secure Passwords

One of the easiest and simplest ways to ensure email security is to have secure passwords. All employees must have their private passwords for their work emails and systems. To provide additional security, make sure that the passwords are changed every three months. You may also consider multifactor authentication of emails when your employees change passwords.

To ensure that you have a strong password, make sure that it isn’t something obvious. Strong passwords consist of more than twelve characters and often contain capital letters, lower case letters, numbers, and symbols.

To know if your passwords have been compromised, you can sign up for services like breach alarm, which monitors leaked passwords and sends an immediate report to you if any of your passwords are leaked.

Avoid Using Web-Based Emails

Web-based emails are often targeted by hackers and are commonly attacked. If you’re using web-based emails, ensure that your connection is encrypted with SSL (Secure Sockets Layer) protection.

Educate Employees On Email Security

With evolving technology, hackers now use advanced methods, like botnets, to attack unsuspecting computers, which is known as blended attack spam. Since the malware that’ll compromise your network isn’t in the email, emails pass unsuspected through the security gateways. Thus, the malware is delivered when the employee clicks the URL in the email sent to them. That’s why it’s important to inform your employees not to click on unsolicited links.

As employees play a crucial role in securely sending emails, it’s essential to train them on the behaviors to avoid. One of the easiest ways to train your employees on email security is to educate them about security threats.

Furthermore, to ensure email security, make sure to use direct mail.  Don’t respond to emails that request a password change and require you to divulge your personal information, ensure that the anti-virus software in your computer is updated, and don’t automatically forward company emails to a third-party email system.


As email-based cyber-attacks continue to grow in number, there’s an increasing need for businesses to secure their email services. Doing so not only protects your company’s information from hackers, but it’ll also help keep your professional and personal messages secure.

For businesses to ensure email security, email encryption is a must. Furthermore, employees can take specific steps to ensure that their business emails are secure by providing secure passwords and learning more about email security.

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by Harvey Carr // Harvey Carr is a contributor to Businessing Magazine.

Opinions expressed by contributors are their own.