What is Email Security? Types and Best Practices

Email has become a primary communication tool for businesses, but it also comes with significant risks. Nearly 1.2% of all emails sent globally are malicious, leading to about 3.4 billion phishing emails being sent daily in 2025. With cyberattacks becoming increasingly sophisticated, protecting your business from email threats is extremely crucial. 

This blog will explore the concept of email security, highlighting common threats like phishing, malware, and spam, and how they can put your sensitive data at risk. Let’s get started to understand why email security should be a priority for every business.

In A Nutshell:

• Email Security Importance: Email is a prime target for cyberattacks, with phishing, malware, and other threats aiming to steal sensitive business data.

• Recognizing Compromise: Signs like lost access or unexpected password reset requests can indicate that your email has been compromised.

• Securing Your Email: Use strong passwords, enable two-factor authentication (2FA), and apply encryption to protect your communications.

• Best Practices for Protection: Regularly update software, train employees on spotting phishing scams, and implement strict data protection policies to safeguard sensitive information.

What is Email Security?

Email security refers to the measures and practices put in place to protect email communication from unauthorized access, cyberattacks, and malicious threats. As a commonly targeted entry point for cybercriminals, email is frequently exploited to deliver malware, steal confidential data, spread phishing scams, and deploy ransomware. 

This makes email security crucial to prevent breaches, protect against scams, and block malicious content. A proactive approach to email security ensures that sensitive business communication remains protected, safeguarding both data and reputation.

Next, let’s learn why it’s crucial for both personal and business communication.

Why Is Email Security Important?

With emails often containing sensitive information, including customer data and financial details, they are prime targets for cybercriminals. 94% of malware is delivered via email, making it a key vector for attacks like phishing and malware.

Here’s why email security should be a top priority for every business:

• Protection Against Cyberattacks: Cybercriminals frequently target email systems to deliver malware and phishing attacks. By implementing robust email security, businesses can safeguard themselves from these threats.

• Reducing Risk: Cybersecurity incidents can lead to financial losses, operational disruptions, and damage to a company’s reputation. Email security helps mitigate these risks, keeping your brand and bottom line protected.

• Compliance: Ensuring email security is crucial for adhering to data protection regulations like GDPR and HIPAA. This helps businesses avoid costly fines and legal penalties.

• Enhanced Productivity: Strong email security reduces disruptions from phishing and other malicious activities, allowing teams to focus more on growth and less on dealing with security breaches.

Email security is essential to maintaining the integrity of your communication systems and protecting sensitive information. 

NewMail AI strengthens your email security by using intelligent filtering to detect and block phishing attempts, malware, and other threats. Try NewMail AI today to ensure a safer inbox while you stay productive.

With the risks clear, let’s take a look at the different types of email attacks and how they can impact your security.

Types of Email Attacks

Malicious email attacks come in many forms, but they all share one common goal: to exploit weaknesses in your email system. Here's a look at some of the most common email attacks that businesses face:

1. Phishing

Attackers impersonate trusted organizations to steal sensitive information, such as login credentials or financial details. These emails often contain links that lead to fake websites designed to capture private data.

2. Social Engineering

This involves manipulating individuals into revealing confidential information. Rather than relying on technical vulnerabilities, social engineering exploits human psychology, often using tactics like pretexting or baiting to gain access.

3. Spear Phishing

Unlike general phishing, spear phishing is highly targeted. Attackers customize emails based on information from social media or other sources, making them appear legitimate and more likely to deceive the recipient.

4. Ransomware

Malicious software that encrypts a user’s files or systems, demanding a ransom for their release. Typically, ransomware is spread through emails with infected attachments or malicious links.

5. Malware

Software designed to damage or gain unauthorized access to computer systems. Malware is often delivered via email attachments or links and can steal data, monitor activities, or allow remote control by attackers.

6. Email Spoofing

Attackers forge email headers to make their messages appear as if they’re coming from a trusted source. This is commonly used in business email compromise (BEC) attacks, tricking recipients into taking harmful actions.

7. Man-in-the-Middle Attacks

Attackers intercept and alter communications between two parties. In the context of email, this can mean reading or modifying messages in transit, often used to steal sensitive data or redirect funds.

8. Data Exfiltration

Sophisticated hackers steal confidential data, often without detection. In this attack, they gain access to email accounts and extract sensitive information like intellectual property or financial records.

9. Denial of Service (DoS)

Attackers flood email servers with overwhelming amounts of traffic, causing them to crash. This disrupts email communications and can prevent legitimate messages from being delivered.

10. Account Takeover

In these attacks, cybercriminals gain access to a victim’s email account, often through phishing or credential stuffing. Once inside, they may send spam or phishing emails, access personal data, or steal sensitive information.

11. Identity Theft

Attackers use phishing or social engineering to steal personal details like your name, address, and social security number. This information is then used for fraudulent activities like financial theft or opening new accounts.

12. Brand Impersonation

In these attacks, attackers impersonate a well-known brand or company, using familiar logos and language to deceive recipients into disclosing personal or financial information.

Staying informed and vigilant helps strengthen your defenses against malicious email threats and safeguard your sensitive data.

Also Read: How to Manage Email Threads Effectively 

Knowing the types of threats out there is the first step. But how do you know if your email has been compromised?

How Do I Know If My Email Account Is Compromised?

Recognizing the signs of a compromised email account early is crucial to protecting your sensitive information. Here are several red flags that indicate your email may have been hacked:

• Lost Access to Your Account: If you suddenly can’t access your email, someone else may have changed your password. This can prevent you from regaining control.

• Unexpected Password Reset Requests: Receiving password reset notifications that you didn’t request is a clear sign someone may be trying to take over your account.

• Emails Sent Without Your Knowledge: If your contacts start receiving emails from you that you didn’t send, it's a strong indicator that a hacker is using your account. This is usually to send malicious emails, often requesting money or personal details.

• Login from Unfamiliar Locations: If you notice a login from an unknown IP address, this suggests someone has accessed your account from a different location, signaling an account takeover.

Once you've recognized the signs, it’s important to know exactly what to do next to regain control of your account.

Also Read: Advanced Email Filtering and Sorting Processes

What Should I Do If My Email Account Is Compromised?

If you believe your account has been compromised, it’s essential to act quickly:

• Change Your Password: Update your email password immediately. Choose a strong, unique password that you don’t use for other accounts.

• Check Other Accounts for Suspicious Activity: Review your other accounts, such as banking or social media, for any unusual activity. Set up two-factor authentication (2FA) on all sensitive accounts for added protection.

• Alert Your Contacts: Inform people in your contact list that your email account was hacked. Advise them to avoid interacting with any suspicious messages they may have received from you during the breach.

• Use Recovery Tools: If you’ve lost access to your email, take advantage of your email provider’s account recovery process. Keep your recovery options updated to regain access quickly.

• Update Security Questions: Ensure your security questions are updated and more challenging to guess. Avoid using common or easy-to-guess answers.

• Be Cautious with Downloads: Only download apps and files from trusted sources. Avoid anonymous downloads, as they could contain malware that compromises your data further.

Taking these steps quickly can help limit the damage and restore control over your email account.

After securing your email, NewMail AI can help you stay ahead of potential threats with features like prioritized inboxes, smart filtering, and automatic alerts. Try NewMail AI today to ensure enhanced security for your email.

Taking immediate action is key, but securing your email for the future is just as crucial. Let’s explore the steps to prevent further attacks.

Best Practices to Secure Your Email to Prevent Future Attacks 

Securing your email is essential to protect sensitive information and avoid falling victim to cyberattacks. Here are some actionable steps to help safeguard your inbox:

1. Choose a Strong Password

Your password should be at least 12 characters long and include a mix of uppercase and lowercase letters, numbers, and special characters. A strong password is your first line of defense against unauthorized access.

2. Enable Two-Factor Authentication (2FA)

Adding an extra layer of security with 2FA is crucial. This requires you to enter a code, in addition to your password, to access your email, making it harder for hackers to gain access.

3. Keep Software Updated

Regularly updating your operating system and email client helps ensure that security patches are installed, minimizing vulnerabilities that cybercriminals can exploit.

4. Use VPN For Extra Protection

A VPN encrypts your internet connection, making it harder for hackers to intercept your emails, particularly when using public Wi-Fi networks. Opt for a provider that uses strong encryption and other security measures to protect your data. 

5. Multi-Layered Security

Build a robust system with advanced email filtering solutions, real-time threat detection, and detailed reporting tools. Regularly update and assess these systems to stay ahead of evolving threats.

To further enhance your email security, integrating a tool like NewMail AI can streamline your inbox management. This tool provides added layers of filtration through smart features like prioritized email alerts and intelligent tagging.

6. Strict Data Protection

Implement policies to prevent sensitive data from being emailed to external parties. Use data loss prevention (DLP) solutions to block emails containing confidential information like financial data or personal identifiers.

7. Employee Training

Ongoing training helps employees spot phishing scams, use strong passwords, and handle suspicious emails. Simulated exercises can sharpen their skills and improve responses.

8. Email Encryption

Use encryption protocols like S/MIME or PGP to protect sensitive information. Set policies requiring encryption for emails containing specific data types or when communicating with particular external parties.

9. Advanced Threat Protection and Regular Updates

Invest in solutions offering sandboxing, URL rewriting, and attachment analysis to neutralize threats. Regularly update systems and apply patches to address vulnerabilities and reduce attack risks. Continuously monitor email traffic for any anomalies that could indicate emerging threats. 

Following these practices can significantly reduce the risks associated with email-based threats and ensure your organization’s communication remains secure.

Conclusion

Email security is critical for any business, as cyber threats continue to grow more sophisticated. Recognizing the signs of a compromised account and taking immediate action protects your sensitive information. Implementing the right security strategies, such as strong passwords, two-factor authentication, and using trusted tools, is essential for maintaining a secure email environment.

When it comes to securing your email and staying organized, NewMail AI combines advanced AI with top-tier security features to give you full control over your inbox. Here's how:

• Google Security Certified: NewMail AI meets the highest data security standards for Google Workspace, providing military-grade encryption and comprehensive cybersecurity audits.

• No Data Storage: Your data stays secure in your Google account. NewMail AI doesn’t store emails, tasks, or calendar events, maintaining strict data privacy and security.

• Smart Drafting: Automatically generate email responses, saving you time while ensuring your messages are secure and personalized.

• Daily Briefings: Get a summary of important emails, tasks, and security alerts, so you stay updated without digging through your inbox.

• Prioritized Inbox: NewMail AI ranks emails based on importance, helping you focus on what matters while ensuring potential threats stand out.

• Intelligent Tagging: Organize emails into smart folders for easy access and secure handling of important communications. 

  

Try NewMail AI today to keep your email secure, private, and organized, letting you manage your workday with ease while ensuring top-notch data protection.