How to Protect Emails from Virus and Phishing
Email remains the main channel for internal and external business communication. A lot of sensitive and important information goes through it every day, making email virus protection a crucial part of proper cybersecurity.
There’s always a risk of phishing attacks or viruses. These threats can cause data loss and destroy your systems.
You probably want to know how to secure your business from these consequences. Keep reading and learn about the best protection measures!
The Dangers of Email Viruses and Phishing
Email is a frequent target for criminals. They use viruses and phishing attacks to go into your systems and steal data. These attempts might result in financial losses and reputational damage.
Stephane Nappo, Global Chief Information Security Officer at Groupe SEB, once said
“It takes 20 years to build a reputation and a few minutes of cyber-incident to ruin it.”
You have to understand the specifics of these threats before we discuss protection.
Viruses
Email viruses are hostile programs that spread through attachments or links. They can infect a system right when the recipient opens the attachment or clicks on the link.
They may perform different harmful actions after activation, like
- Corrupting files;
- Stealing personal information;
- Taking control of the entire system.
All of this usually leads to severe consequences. For example, you might experience data breaches and identity theft.
Attackers always find new methods to pass standard security measures. So, you have to be wary of any new approaches and strengthen your protection.
You can see the main types of email viruses in the table below.
| Virus Type | Description | Spreading | Potential Damage |
|---|---|---|---|
| Macro Virus | Embedded in documents | Via infected email attachments | Corrupts files and spreads to other documents |
| Trojan Horse | Disguised as a legitimate email attachment | The user downloads and executes it | Steals data and provides hacker access |
| Ransomware | Encrypts files and demands payment | Malicious attachments or links | Data loss and financial extortion |
| Worms | Self-replicating malware that spreads automatically | Through email and contacts | Slows down networks and overloads systems |
Phishing Attacks
Phishing is a deceptive technique many criminals use. They trick people into revealing sensitive data, like
- Login credentials;
- Financial details;
- Personal info, etc.
These attackers make it seem like the email is from a trusted source. For instance, they may present it as a message from a bank or government agency.
The main purpose of these messages is to create a sense of urgency and curiosity. So, they often lead victims to take immediate action that compromises security.
Here are some common phishing tactics:
- Spoofed emails;
- Spear phishing;
- BEC;
- Whaling attacks.
The Best Security Practices for Effective Email Virus Protection
A proper email virus protection strategy is necessary to protect your data from the threats we described above. Without strong security measures, businesses can face serious security issues in e-commerce, leading to data breaches and fraud. You already know how damaging the consequences can be.
It’s important to approach security systematically. So, we gathered the steps you need to take to achieve a higher safety level.
Use a Secure Provider
First, you have to find a reliable email provider.
We recommend to look for those who offer end-to-end encryption. It can prevent unauthorized access, and only the sender and recipient will access the content. Encryption makes data unreadable and eliminates the possibility of interception.
Also, make sure they have advanced spam filters that will block unwanted messages. They can prevent phishing attempts by analyzing the
- Content,
- Sender reputation,
- Attachment safety.
Plus, reputable providers implement strong password policies and security features to prevent unauthorized logins. This includes login attempt monitoring and notifications for unusual activity.
Recognition of Suspicious Messages
You have to know how to identify unusual messages to not fall for the trick. There are certain indicators that can help you recognize phishing emails.
For example, be wary of messages that claim your account will be closed. Their main goal is to create panic and provoke quick action. Always verify claims by contacting the company directly.
Also, don’t fall for the financial details requests. Legitimate agencies won’t ask for this info via email. They usually use secure portals for that purpose.
Never click on unknown links or download unverified attachments. It can result in malware infections. Also, verify the sender’s address before responding. Criminals often use slight domain variations.
Employ 2FA
2FA can strengthen your security as well by requiring an additional form of verification. So, the attacker won’t access your account even if they have a password.
This tactic can stop unauthorized entry even in the event of credential leaks.
There are different 2FA methods you can use, like:
- One-time code from text messages;
- Dedicated apps;
- Biometrics (facial recognition, fingerprints, etc.)
Plus, you can use hardware security keys to strengthen the email virus protection even more.
Update Your Software
Attackers often use exposures in outdated software to gain entry.
So, it’s very important to update your operating systems regularly. These updates usually include patches for security vulnerabilities. Delaying them may leave your systems exposed to known exploits.
Also, don’t forget to update your antivirus and antimalware programs. They help you catch and remove threats before they cause any harm. Modern antivirus software includes
- Real-time scanning;
- Behavior monitoring;
- Threat intelligence updates.
Consider automating this process so you don’t miss out.
Strong and Unique Passwords
Passwords are the first defense point against threats. Yet, many people still tend to make them simple to guess.
Try to use different letters, special characters, and numbers to increase complexity. Avoid dictionary words and common substitutions. Also, never use the basic easily guessable phrases and combinations.
We recommend using special password manager tools. They can generate and store complex passwords. So, you won’t have to create and remember them yourself. Some alternatives you can try are
- Dashlane;
- Bitwarde;
- Nordpass;
- Keeper, and more.
Also, try to change your passwords from time to time.
Check Headers for Spoofing
We’ve mentioned above that spoofing is one of the main phishing techniques. Basically, the attacker models the sender’s address to make the message seem legitimate.
So, we strongly recommend examining email headers to avoid this situation. Try to look for dissimilarities in the domain name. Even one additional character may indicate that it’s not authentic.
Plus, you can use online services that analyze headers for potential fraud. For example, Gmail and Outlook offer built-in tools for verification.
Anti-Phishing and Antivirus Software
Another thing that can improve your email virus protection is security software.
You have to install trustworthy antivirus software to detect and remove hostile files before they cause damage.
Also, consider using browser-based phishing protection. Many modern web browsers have built-in tools that will warn you about suspicious websites.
Make sure to enable all the security features your email provider offers as well.
Avoid Public Wi-Fi to Strengthen Email Virus Protection
Public Wi-Fi networks are often unsecured. So, they’re in a high-risk zone.
Try to avoid logging into sensitive accounts on public networks. If necessary, we recommend you use mobile data instead to access email accounts. Mobile networks are generally more secure than public hotspots.
Prevent your device from automatically connecting to unknown networks. It will lower the risk of man-in-the-middle attacks.
Plus, if you eventually have to work on a public Wi-FI, use a VPN. It encrypts your internet connection and makes it harder to intercept data.
Educate Your Team
The next important part of any cybersecurity strategy is education. You have to teach your team how to recognize and respond to attacks.
For example, you can do simulated phishing tests. They will help your employees practice identifying phishing emails in a safe environment. Then, you can assess vulnerability levels and adjust the training accordingly.
Plus, you need to have a whole security awareness program within your company. It’s essential to host periodic cybersecurity training to teach workers about any new dangers.
Also, encourage them to report any suspicious activities. This vigilance will strengthen your overall organizational security.
Back up Important Emails
None of the security measures give you a 100%. Plus, there’s always a possibility of accidental deletions or system failure. So, we definitely advise you to back up important messages to avoid data loss.
It’s better to schedule automatic backups. That way, you won’t have to worry about doing it manually all the time.
You can use diverse cloud solutions to store and retrieve messages securely. Some of the popular options are
- Google Drive;
- OneDrive;
- Dropbox, etc.
Plus, we want to suggest you keep backups both online and offline. Consider having an external hard drive for that purpose.
Conclusion
Email security is more important than ever now. This channel is the main way of business communication. It holds so much sensitive data you wouldn’t want to be exposed.
Viruses and phishing attempts can be really damaging if you don’t have the necessary protection and don’t notice them in time. They can harm your reputation and cause financial losses.
You have to understand the main indicators of suspicious messages. Also, make sure to use reliable software and update it systematically. Employ 2FA, encryption, and any other available security features.
Hope that our guide was helpful! Follow the strategies we highlighted and safeguard your communications.