Managing email security might seem like a daunting task, especially if you’re new to it, but there are a number of simple processes that you can put in place to minimise the risk of an attack on your system and breaches of sensitive information. In this article, we go over a number of email security processes that you or your team can implement to manage email security.

So, how do you manage email security? Email security can be managed through a number of simple processes, such as the implementation of policies and procedures, educating staff, using encryption, and regularly updating software. These simple processes are crucial for managing email security in the workplace, both on-site, and for remote workers.

Read on to learn more about how to manage email security in the workplace. 

How Do You Maintain the Security of Email Systems?

Maintaining the IT security of your company’s email system is imperative for data security and, unfortunately, it’s not just the sole responsibility of the IT department. Everyone in the company that uses an email account has a role to play in maintaining email security. That being said, there are a number of more technical things that your IT team can do to manage email security.

Create Email Security Plans

First and foremost, an email security plan must be created that serves the modern working environment. In most cases, your IT team not only needs to consider email security for the office and local infrastructure, but also for remote working conditions, cloud computing, alternative WiFi connections, and for mobile devices.

The challenge here is to protect data and company assets outside of what is easily managed. Remote work runs the risk of using public unsecured WiFi connections, and home networks that may be less secure than the office network.

As such, IT teams must create an email security plan that is suitable for both office and remote working. 

Implement Email Security Policies

As previously mentioned, it’s not only down to the IT team to manage email security; everyone in the company that uses email also has a part to play. As such, creating an email security policy would help to guide staff on best practises and rules that they must follow, as well as advising them on any processes that are in place for security purposes. 

Educate Employees on Email Security Best Practises

Following on from email security policies, another way to help encourage self-management of email security within the company is regularly educating employees on email security best practices. This includes new staff, and reeducating existing staff to ensure that they are aware of how to handle the sensitive data on their devices, and the risks that are associated with information security.

A Government survey in 2015 reported that 75% of large companies suffered staff-related email security breaches, half of which were caused by human error. This is why regular education on security best practices is so important. 

IT teams such educate employees on best practices in the following areas:

  • Phishing scams – what to look out for, how to report
  • Strong passwords – why strong passwords are important, what makes a strong password, and how often they should change it
  • What should & shouldn’t be sent via email  – this would also be laid out in an email security policy
  • Common sense – are they expecting the email, an attachment or link, is the signature or email address abnormal? 

Use Encryption

Un-encrypted emails can lead to serious data security breaches. The IT team has the option to encrypt all emails as standard by using an alternative email provider or tool, and/or instructing employees on how to encrypt sensitive data before sending (e.g. password protecting files and sharing the password via a different platform). Both Outlook and Google have great options for this.

Keep Everything Updated

Hackers often use sophisticated methods to access sensitive information, but ensuring that your email system and antivirus software are up to date will help to prevent threats. Antivirus software should be regularly updated to the latest version to ensure that the network is protected against newly discovered threats. 

Why Do You Need Email Security?

Managing email security is vital for ensuring that important and/or sensitive information is not lost,  leaked, or otherwise accessed by unauthorised persons. Email is often used to spread malware, spam and phishing attacks and, as such, it is crucial that the IT team and employees as a whole play their part in managing email security. 

How Secure is Email?

Email was designed to be open and accessible and, because of this, it is generally not secure without implementing email security measurements. What’s more, its open format means that anyone with the right tools and know-how can intercept emails and access potentially sensitive information.


By implementing layers of email security, such as those laid out above, IT teams can make it much harder for hackers to access their company’s private communications and sensitive data. 


For example, even if a hacker managed to intercept an email, encryption helps to minimise the chances of the hacker being able to actually read the email. Whilst, the use of strong passwords, antivirus software, and other best practices will help to stop an attacker from being able to access the network. 


Email isn’t secure, but your management of email security can make it so. 

IT Security Services at 777 Networks

At 777 Networks, we ensure that your company stays safe by employing the latest tools and technologies to provide you with an effective IT security strategy. Our team will work to analyse your data, and understand how you send, store, and process information. From here, we can deliver bespoke IT security solutions and policies for both on-site and cloud working. 

Get in touch with us today to learn more about our managed IT security services.

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