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Improve Your Workplace Productivity With Microsoft Word: 11 Tips To Make the Most of This Program
Microsoft Word is an indispensable part of most business environments. It has numerous features that
February 28, 2022
Email remains one of the most critical communication tools for both individuals and organizations. Unfortunately, it’s also one of the most targeted entry points for cyberattacks.
According to the FBI’s 2024 Internet Crime Report, Business Email Compromise (BEC) scams accounted for $2.77 billion in reported losses, making it one of the costliest cybercrimes. In addition, AI-generated phishing and identity-spoofing emails are rising sharply, often appearing indistinguishable from legitimate messages.
For small businesses and IT managers alike, enhancing email security is no longer optional — it’s a daily necessity. These six steps will help you protect your accounts, your data, and your reputation.
Your password is the first wall of defense for your email. Weak or reused passwords are the easiest way for attackers to gain access.
Create a complex password: A secure password should contain a mix of uppercase and lowercase letters, numbers, and special characters. Avoid using names, dates, or simple sequences such as “Password123.”
Use a password manager: Managing dozens of complex passwords can be difficult. A reputable password manager safely generates and stores them for you. You only need to remember one master password.
Never reuse passwords: If one website or account is breached, reused passwords allow attackers to access others. Each email account should have its own unique password.
Even a strong password can be stolen through phishing or data breaches. Multi-Factor Authentication adds a second step to verify your identity.
Choose your method:
Authenticator apps (Microsoft Authenticator, Google Authenticator, Authy) generate one-time codes.
Hardware security keys (like YubiKey) provide physical verification.
SMS codes are better than nothing but can be intercepted, so avoid them for admin or financial accounts.
Enable MFA everywhere: Turn it on for all your email and cloud accounts. Most modern services like Microsoft 365, Google Workspace, and Outlook.com support MFA setup within minutes.
Phishing remains the number-one cause of email compromise. Attackers use convincing messages to trick recipients into clicking infected links or opening malicious attachments.
Verify the sender: If you receive an unexpected message that seems odd, confirm it through a separate channel before taking action. A quick call or text can save you from major damage.
Hover before you click: Always hover your mouse over a link to preview the destination. If it looks strange, unfamiliar, or misspelled, do not click it.
Scan attachments: Run all attachments through antivirus software or a built-in security scanner before opening them. Microsoft Defender, Sophos Email, and similar tools can block threats automatically.
Cybercriminals often exploit outdated software. Updates include critical patches that fix security holes.
Turn on automatic updates: Enable automatic updates for your email client, operating system, and browser. This ensures you receive fixes without delay.
Check manually once a month: Even with automatic updates, review your software manually to confirm everything is current. Keeping devices updated is one of the easiest and most effective forms of protection.
Encryption ensures that only the intended recipient can read your messages, even if they’re intercepted in transit.
Use built-in encryption: Platforms like Microsoft 365 and Gmail offer built-in encryption options (such as Microsoft Purview Message Encryption). Use these when sending confidential data like tax records, contracts, or customer information.
Authenticate your domain: Businesses should implement SPF, DKIM, and DMARC to verify that outgoing messages are legitimate. These records help prevent spoofing and keep your emails out of spam folders.
Educate your recipients: When sending encrypted emails, provide clear instructions for recipients so they know how to open them safely.
Traditional antivirus and spam filters protect against known threats, but attackers now focus on identities — the user accounts that hold access to your data.
What is ITDR? Identity Threat Detection and Response (ITDR) continuously monitors login behavior, permissions, and access patterns. It detects unusual sign-ins, privilege escalations, or impossible-travel logins in real time.
Why it matters: ITDR tools, available through Microsoft 365 Defender, CrowdStrike Falcon Identity, and other platforms, automatically alert or block suspicious activity before attackers can move laterally through your systems.
For any business that relies on email for operations or finance, ITDR is one of the most important layers of defense you can deploy in 2025.
Back up your email data regularly through your provider or a third-party archiving solution.
Educate your employees with short phishing-simulation training or awareness programs.
Review email forwarding rules to make sure attackers haven’t set hidden redirects.
Use endpoint protection across all computers and mobile devices connected to your mail platform.
Email attacks are growing more sophisticated each year, but most breaches can be prevented with layered protection and awareness.
If you need help setting up encryption, MFA, ITDR, or domain authentication records, contact EasyITGuys for assistance.
📞 Call 651-400-8567 for expert email-security solutions for businesses and organizations of all sizes.
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