Top 10 Email Safety Tips

1. Secure Passwords

Email passwords must be at least 6 characters long, however 8 or more characters are recommended. Email passwords must be case sensitive and contain letters and numbers. They can also contain most upper ASCII characters like “&” or “%”). As a general rule, secure passwords should contain a combination of uppercase and lowercase letters and at least one number or upper ASCII character.  The password should not be easy to guess – a common mistake is to use the company’s name in the password.  IT administrators normally have to setup the password policy on their own email server, however some email hosting providers have predefined password policies for their customers.

2. Regular change of passwords

It is recommended to change passwords at least every 60 days particularly if your users currently use and manage emails on public computers.  It is common that public computers are infected with spyware that record every word that users are typing.  Therefore a regular change of password is highly recommended.  Some email hosting providers commonly provide automatic change of password alerts for their users.

3. Use of Anti-Virus Software

Ensure that your email accounts are protected by industry leading anti-virus technology that is updated every hour against the latest virus threats. It is also highly recommended to install and maintain good and well-respected anti-virus software on your computer to prevent infection from USB drives, CDs or DVDs and so on.  Scan all attachments with a virus program before downloading/executing any, even if they come from someone you know.

4. Use of Spam Filter Software

Spam filters help you to keep spam emails from your inbox or flag spam emails as such so that you are aware of them. Depending on the software and configuration some spam filters can automatically eliminate junk emails and block web bugs that track your activity and system information.  Some email hosting providers offer these services as part of your package deal.  Rackspace for example guarantees its customers a “premium spam filtering and antivirus solution, eliminating most unwanted email before it ever reaches your inbox”.

5. Never reply or unsubscribe to spam emails

If it happens that a few spam mails do manage to sneak through, make it a must to delete all them.  Replying or attempting to unsubscribe to junk emails typically only informs the sender that they have found an active email address to send more spam emails. If your email software blocks images, make sure not to choose to view them as this too informs spammers of an active address.

6. Do not provide sensitive information

Never give out sensitive personal or account information to someone that asks via email unless you have verified the message's authenticity. Common email scams employ email messages and even websites that look official, but are in fact attempts to steal your identity to commit fraud. This is the activity commonly known as ‘Phishing’. Also beware of email hoaxes that not only spread misinformation, but also bog down networks as unsuspecting users forward them like spam.  Be wary of signing up to free newsletters. Most bona-fide UK businesses adhere to anti-spam guidelines and legislation, but some dubious sites hosted elsewhere may not think twice about selling your email address to a spammer.

7. Remember to logout

Always log out of your email when finished, whether you are using web mail or POP mail. It is also recommended to log out whenever you have to leave your computer unattended for a considerable period of time.

8. Use up-to-date software

It is safer to use the most up-to-date Internet software (e.g. latest browser version of Mozilla Firefox, Microsoft Internet Explorer, Google Chrome or Safari), and equally of Microsoft Outlook or Mozilla Thunderbird.  More recent versions often offer enhanced security protection.

9. Secure Networks

In general corporate networks and Internet service providers (ISPs) are protected by network administrators who watch for possible security breaks and take action to shield users from hackers.  Although we may think the risk is less, it is recommended to use caution when using emails on any unusual network. Use stations maintained by sources you trust, or ask if the Internet terminal you are using is protected against security break-ins.

10. Use automatic reply only when needed.

It is savvy to turn off any automatic replies in your email client saying that an  email has been read or received, because this confirms that the email address is a good one.  Spammers will then target your email as a priority and flood your inbox with even more unnecessary and potentially harmful mails.

Further reading:

To find out more about Microsoft Exchange, visit Microsoft official website. To find out what Rackspace can do for your business, visit their email hosting website.