21 Email Security Best Practices You Need to Know (2023)

Email is the most used business communication tool globally, with more than 306 billion emails sent and received each day, according to Statista. As the growing demand for business communication occurs, the risk associated with such also increases.

So, to stay ahead of the business and protect your essential business data, you must opt for premium Email Hosting. An email security hosting provider ensures having strong passwords, blocking malicious activity, enables multi-factor authentication, and verifies email sources’ authenticity, and does everything needed to ensure data protection.

If you are not sure how to effectively enable security guidelines for your Email Hosting in NZ, read this article. Here we will help you with a list of measures you must start applying right away if your website provider is not doing it.

The Top 9 Email Security Best Practices

  1. Use Strong Passwords

Most people tend to create easy-to-remember passwords, but those impose a significant risk of hacking. To mitigate the risk of security breaches, create intricate passwords at least eight characters long, combining uppercase and lowercase letters, numbers, and symbols. Avoid using personal information and opt for a mix of characters like “!Am@JaSoN213” instead of “Jason123”.

  1. Train Employees on Cybersecurity

Often, due to the mismanagement of data by employees, vulnerabilities can arise. To avoid such situations, educating employees on cybersecurity practices, including identifying phishing attacks and avoiding sharing sensitive information via email is essential.

Also, conduct comprehensive training sessions for all employees and consider personalized sessions for executives. Additionally, utilize security awareness tools and resources to promote a culture of cybersecurity.

  1. Enable Two-Factor Authentication (2FA)

Adding an extra layer of security by enabling 2FA is an efficient way to make your email communication safer. It is a simple approach where you require a second verification step along with passwords.

So, you must implement multi-factor authentication, especially for platforms like Microsoft Office 365 or Google Workspaces, or your preferred email host, to protect against credential phishing attacks.

  1. Utilize Encrypted Connections

You can use Virtual Private Networks (VPNs) for secure data transmission. Also, you must consider enabling email encryption services to protect messages in transit. So, deploy automated email encryption solutions to ensure confidentiality and compliance.

  1. Regularly Backup Files

Data loss is common for businesses due to data mismanagement or hacking. The best way to stay protected is to back up critical files to minimize data loss frequently. You must employ robust backup strategies, isolate backups, and conduct regular tests to ensure integrity.

  1. Keep Software and Antivirus Programs Updated

Best Business Email Hosting companies regularly update operating systems and antivirus software to protect against vulnerabilities. Enable automatic updates and scanning features for timely threat detection. Ensure you update your system with current patches and updated software versions to secure your email server.

  1. Beware of Suspicious Emails and Verify Links

When opening suspicious emails, validate links and verify sender identities before taking action. It is advisable to implement email authentication protocols and, if any doubts arise, contact the sender directly for clarification.


Implementing necessary security measures to safeguard and protect the communication process is crucial. And that is why you choose Email Hosting in NZ. Email Hosting providers regularly update the servers and prioritize security requirements. Additionally, they should offer the necessary support needed to address possible concerns.

By Rehan

Leave a Reply