Email is such a crucial application in today’s world that it is now just as important for personal as it is for business use. Email also has security issues if it is not properly protected. A compromised mailbox can be a security nightmare for an individual or a business. There is so much data in a mailbox that can wreak havoc if it falls into the wrong hands. Here are some simple steps anyone can take to ensure their mailbox is secured.
Password security
You would be surprised how many people use simple, predictable passwords. Don’t be one of the people using simple passwords because you are just asking for your account to be hacked.
- Take time to think of a strong password, mixing in letters, numbers and special characters.
- Go a step further and use different passwords for each account that you have.
- Better yet, use a password manager like 1Password Pro or Lastpass to create strong passwords and keep track of them in an encrypted database.
- Be sure to set a very strong password for the password manager program as well.
Two-factor authentication
Many email providers also offer two-factor authentication.
- You are strongly advised to consider implementing two-factor authentication to improve security.
- It requires you both to enter your usual password and then identify you, typically using a token.
- Tokens are random numbers generated every 30 seconds to two minutes.
- Tokens are usually received in a smartphone app or a text message.
Multiple email accounts
It is also a good idea to use different email accounts for different areas of your life.
- Have one mailbox for your personal life and one for work at the very least.
- This prevents mail from different newsletters, friends, coworkers, etc. from being combined in one mailbox.
- If the account is ever compromised, the intruder will have keys to all areas of your life.
- Maintaining multiple email accounts can, at the very least, minimise the impact if one of your accounts is hacked.
Links and attachments
Links and attachments are often used to distribute viruses, malware and spyware. If you are infected by one of these, you also start to spread the virus. Worse, you can also have your private information exposed to the originator.
- Don’t click on links or open attachments unless the email is from a trusted third party and you are expecting something.
- Even if you know the sender, this is no guarantee, as they could be infected and sending you something harmful.
- If you receive an email from someone with a link or attachment, you may wish to follow up with them and make sure they intended to send it.
Summary
There is really no excuse for compromising password security today, as there are many tools available to create and manage strong passwords with compatible browser extensions and smartphone apps. The addition of two-factor authentication is sufficient to ensure that any such mailbox is well protected against hacking attempts. If your mail provider doesn’t support this, maybe it’s worth considering switching to Google Apps, which offers all this and much more. Be cautious with links and attachments by securing your web browser, using an updated software firewall and antivirus and you should be safe in the knowledge that you have done everything possible to keep things as secure as possible.
Edward Solomon has over 30 years’ experience in project management, technical education, computer networking, web design and development and is a Digital Business Consultant for PENNInk Productions Ltd.
