Email Security Best Practices

EmailService China

Use Strong, Unique Passwords

Create passwords with at least 12 characters combining uppercase, lowercase, numbers, and special characters. Avoid dictionary words and personal information.

• Use a password manager to generate and store passwords
• Never reuse passwords across different accounts
• Change passwords immediately if a breach is suspected

Enable Two-Factor Authentication (2FA)

2FA adds an extra layer of security by requiring a second form of verification beyond your password.

• Authenticator apps (Google Authenticator, Authy) are most secure
• Backup codes should be stored securely offline
• SMS 2FA is better than nothing but less secure

Recognize Phishing Attempts

Phishing emails impersonate trusted entities to steal credentials. Learn to identify warning signs.

• Check sender email address carefully for misspellings
• Hover links before clicking to preview URLs
• Urgent requests for personal info are red flags
• When in doubt, contact sender through another channel

Secure Your Devices

Email security extends to the devices you use to access email.

• Keep operating systems and apps updated
• Use reputable antivirus software
• Enable device encryption and remote wipe
• Avoid public WiFi for sensitive communications

Configure Email Filtering

Your email provider's filtering features are your first line of defense.

• Enable spam filtering and review quarantine regularly
• Set up rules to flag external email markers
• Use email authentication (SPF, DKIM, DMARC)
• Report suspicious emails to your IT team

1. Immediately change your password
2. Enable 2FA if not already active
3. Check email rules and forwarding settings
4. Scan your device for malware
5. Notify your IT department or email provider
6. Review recent login activity for suspicious access
7. Consider informing affected contacts