Business Email Security: How To Protect Your Emails from Cyber Threat?

Cybercriminals target businesses through email every day. Phishing scams, malware, and email spoofing
put sensitive data at risk. A single compromised email can expose financial information, trade secrets,
and personal employee details.

You can’t afford to ignore these threats.

Having strong business email security protects your emails from cyberattacks. It blocks phishing
attempts, prevents unauthorized access, and secures communication.

Without the right security measures, hackers can manipulate emails, steal credentials, and infect systems
with malware.

For a stronger defense, follow this checklist to protect your emails and prevent cybercriminals from
exploiting your business emails. 👇

Business Email Security Checklist with Automation & Prevention
Insights

Protecting business emails requires a mix of automation and proactive security measures. This checklist
(below) outlines the best ways to block threats and prevent cyberattacks before they happen.

1. Strong Authentication & Access Controls

Protecting your business email starts with strong authentication and access controls. Weak passwords,
unauthorized access, and outdated protocols create openings for cyberattacks.

Close these gaps by taking action on the following security practices.

✅ Use Strong, Unique Passwords

Weak passwords put your accounts at risk. Use complex, unique passwords for each account. Mix
uppercase and lowercase letters, numbers, and symbols. Avoid predictable choices like “password123”
or personal information.

Automate this by using password managers like Bitwarden or LastPass. These tools generate strong
passwords and store them securely.

They also autofill credentials, reducing the temptation to reuse passwords. Stop relying on memory or
unsecured notes.

Read more about best password practices in Mailfence’s guide to password security.

For secure password management, check Mailfence’s guide on password encryption.

✅ Enforce Multi-Factor Authentication (MFA)

Relying on passwords alone isn’t enough. Add a second layer of security with Multi-Factor Authentication
(MFA). This makes it much harder for attackers to access your accounts, even if they steal a password.

You’ll have to manually enable MFA on your emails. Although you can’t automate this, you can simplify
the process by providing clear instructions to your team. Educate them on its importance.

Make MFA mandatory for all users to minimize security risks.

✅ Enable Single Sign-On (SSO) & Automated Provisioning

Simplify user authentication while uplifting security by using Single Sign-On (SSO). SSO allows users to
log in once and securely access multiple applications without needing to reauthenticate, reducing
password fatigue and the risk of password reuse.

If your business already has a central authentication system, Mailfence’s SSO seamlessly integrates
without requiring a second authentication. Additionally, Mailfence supports integration with LDAP,
Active Directory, and CAS to automate user provisioning.

This means you can:

• Automate account creation
• Place accounts into designated groups
• Remove users from groups when necessary
• Manage account subscriptions and expiration dates
• Delegate password management tasks
• Add events to personal or group calendars

Mailfence also provides an API that enables businesses to automate these processes efficiently, ensuring
smooth user management and enhanced security.

Implementing these solutions reduces administrative overhead while maintaining strict access control.

✅ Use Password Managers

Relying on memory or writing down passwords weakens your security posture. Use password managers
to securely store and manage credentials. These tools encrypt your passwords, protecting them from
unauthorized access.

Automate password management with Bitwarden, LastPass, or similar tools. They create and save
complex passwords for each account. Encourage your team to adopt this practice to avoid weak
passwords and credential theft.

Learn more about protecting your email credentials from theft.

✅ Require Periodic Password Changes

Reduce the risk of credential reuse by enforcing periodic password changes. Compromised passwords
become useless if changed regularly.

Enforce periodic password changes with clear policies. Communicate the importance of regular
password updates. Send reminders to users to maintain compliance. Make password expiration a
standard practice in your security policy.

✅ Account Lockout After Failed Logins

Stop brute-force attacks by locking accounts after several failed login attempts. This disrupts attackers
who try to guess passwords through repeated attempts.

✅ Limit Login Access Based on IP/Geolocation

Restrict logins to trusted locations to reduce unauthorized access risks. For example, block logins from
countries where you don’t conduct business.

Keep an eye on login patterns and investigate unusual activity.

Learn more about how Mailfence’s threat model helps mitigate these risks.

✅ Disable Legacy Authentication

Outdated authentication protocols invite security risks. Disable legacy authentication to close these gaps
and force users to use modern, more secure methods.

Mailfence supports modern email security protocols and can automate enforcement. Update your
settings to disable outdated methods.

Inform your team about the changes to prevent disruptions. This reduces your attack surface and
protects sensitive data.

2. Email Authentication & Anti-Spoofing Measures

Protecting your email domain from spoofing and phishing starts with the right authentication measures.
Set up SPF, DKIM, and DMARC records to verify the legitimacy of your emails.

These protocols prevent unauthorized users from sending emails on your behalf.

💡 Mailfence supports SPF and DKIM, but you must manually configure them for custom domains.

✅ Configure SPF, DKIM, and DMARC

SPF (Sender Policy Framework) specifies which mail servers can send emails on your domain’s behalf.

👉 To set up SPF in Mailfence, add a TXT record to your domain’s DNS settings. Include all legitimate
sending sources to prevent spoofing. Regularly update this record to reflect changes in your email
infrastructure.

DKIM (DomainKeys Identified Mail) adds a digital signature to your emails, verifying their authenticity.

👉 In Mailfence’s secure email, activate DKIM by generating a public key and adding it to your DNS
settings. This action helps recipients confirm that the email content hasn’t been altered.

💡 Need a step-by-step guide? Check Mailfence’s KB on changing DKIM keys.

DMARC (Domain-based Message Authentication, Reporting & Conformance) builds on SPF and DKIM. It
specifies how receiving mail servers should handle unauthorized emails.

👉 While Mailfence doesn’t fully automate DMARC setup, you can configure it manually by creating a
DMARC record in your DNS. Use policies like “none,” “quarantine,” or “reject” depending on your
security needs. Start with a “none” policy to monitor reports before tightening your enforcement.

For more technical guidance on DMARC, see Mailfence’s Knowledge Base.

✅ Regularly Monitor DMARC Reports

DMARC reports reveal attempted spoofing activities. Regularly check these reports to understand who is
trying to impersonate your domain.

📊 Schedule weekly or monthly reports to stay proactive in monitoring potential threats.

Explore ▶️ How to set up anti-spoofing defense for my domain?

✅ Use BIMI for Branding

Brand Indicators for Message Identification (BIMI) display your brand logo next to your emails,
increasing trust and recognition. If branding matters to you, explore third-party solutions to implement
BIMI.

🛠 Make sure your logo complies with Verified Mark Certificate (VMC) standards to appear in
recipients’ inboxes.

To enhance brand security & email trust, read Mailfence’s insights on secure email practices.

✅ Check if Your Email Domain is Protected

Verify if your domain is properly protected against spoofing and domain hijacking. Conduct manual
checks using DNS verification tools like MXToolbox.

🔍 Regularly review your domain settings and ensure no unauthorized changes occur.

3. Email Encryption & Data Protection

Email security starts with encryption. Without it, attackers can intercept sensitive data, leak confidential
files, or exploit weak points in communication.

🔒 Lock down your emails with these security measures. 👇

✅ Use End-to-End Encryption

Intercepted emails expose business data to prying eyes. Stop this by enabling Mailfence’s built-in
OpenPGP encryption.

This feature scrambles email content, ensuring only the intended recipient can read it. Activate it for all
outgoing emails, especially when sharing financial data or legal documents.

Need a step-by-step guide? Follow Mailfence’s KB on OpenPGP encryption.

📌 Want to learn more about how encryption works? Check out Mailfence’s blog on end-to-end
encryption.

✅ Enable TLS Encryption for Business Email Protection

Attackers thrive on weak encryption. Stop them by using TLS encryption for business email protection.

Mailfence enforces TLS by default, securing emails in transit. Check if your recipient’s server supports
TLS; if it doesn’t, their emails stay vulnerable. Switch to a provider that prioritizes encrypted
communication.

✅ Encrypt Attachments Before Sending

Hackers target attachments to extract sensitive data. Don’t hand them an open file. Encrypt documents
before sending them. Use password protection and share the password separately through a secure
channel.

📌 Learn more about secure document sharing.

Need to send sensitive files? Follow Mailfence’s KB on securing file transfers for best practices.

✅ Use Secure Cloud Storage for File Sharing

Sending large attachments increases the risk of leaks. Avoid this by storing and sharing files through
encrypted cloud storage.

💡 Mailfence offers encrypted document storage as part of its secure email suite. Read about
Mailfence’s secure file sharing solution.

For technical setup, check Mailfence’s KB on document storage.

✅ Set Expiration on Encrypted Messages

Set manual expiration guidelines or delete sensitive encrypted messages once they’ve been read. Enable Mailfence’s password-based encryption to set an expiration date at the time of sending. 

Just choose “Password” under the encryption options when composing your email, set a strong password, and define an expiration time. 

After the expiry, the message becomes inaccessible to both sender and recipient—helping reduce data retention risks and protect sensitive content from lingering in inboxes too long.

✅ Apply Data Loss Prevention (DLP) Policies

Emails often contain sensitive business information. Prevent accidental leaks by enforcing DLP policies.
Integrate third-party solutions to scan outgoing messages. Train employees to recognize sensitive
content before hitting send.

✅ Secure Email Backups

Lost emails create legal and operational headaches. Prevent this by automating encrypted email
backups. Use solutions like Acronis or Veeam to store copies securely. Regularly test backup integrity to
confirm data remains accessible when needed.

Lock down your emails before attackers take advantage. Encrypt, monitor, and back up data to keep your
communication secure.

📌 Want to ensure your backups are secure? Read Mailfence’s guide on backing up your data.

4. Phishing & Social Engineering Attack Prevention

Cybercriminals constantly find new ways to trick employees into clicking malicious links, handing over
sensitive data, or authorizing fraudulent transactions.

Stop these threats before they damage your business. Use these steps to build stronger defenses.

✅ Train Employees on Phishing

Attackers count on employees making mistakes. Break that cycle. Run phishing simulations and test
awareness.

Show real-life phishing attempts and explain how scammers manipulate trust. Make training a monthly
priority. Set up a quick-reporting system and reward employees who identify threats early.

📌 Learn about distinguishing phishing from spear phishing.

✅ Use AI-Powered Anti-Phishing Tools

Mailfence doesn’t use AI-based phishing detection, but you can add third-party tools. Use behavioral
analysis software to detect unusual email activity.

Pair Mailfence with services like Cisco Umbrella or Proofpoint to block phishing attempts before they
reach inboxes.

✅ Set Up Phishing Alerts

Turn on phishing detection to flag suspicious emails automatically. Configure email security gateways to
add warning banners to messages from unknown senders. Centralize alerts in a dashboard so IT teams
can act fast.

✅ Encourage Reporting of Phishing Attempts

Make reporting easy. Create a dedicated phishing report email (e.g., phishing@yourcompany.com).

Add a “Report Phishing” button to your email client. Recognize employees who report threats. The faster
teams act, the less damage an attack can cause.

✅ Block Newly Registered Domains

Scammers create fake websites that look real. Stop them early. Use domain reputation monitoring tools
to flag suspicious domains before employees visit them.

Automate blocking with AI-powered services like Cisco Umbrella and Proofpoint.

✅ Use Browser Extensions for Link Scanning

Attackers hide malware in links. Deploy browser security extensions like uBlock, Bitdefender, or Netcraft
on all company devices.

These tools scan links and block malicious redirects before employees click. Make it a requirement for all
workstations.

✅ Require Manual Verification for Transactions

Scammers impersonate executives and demand urgent payments. Stop them with strict policies.
Require a two-person approval process for high-value transactions.

Implement call-back verification for wire transfers. Use digital signatures to confirm invoice authenticity.
Never rely on email alone for financial approvals.

5. Malware & Ransomware Protection

Cybercriminals use email as a weapon. They send phishing scams, malware-laced attachments, and
ransomware traps straight to inboxes.

If you don’t block these threats, they will spread. Take control now.

✅ Enable Advanced Spam Filtering

Don’t let junk mail flood your inbox. Use Mailfence’s spam filters to block emails with suspicious
patterns, flagged domains, or harmful links.

Adjust settings to increase sensitivity if too many threats slip through. Review and update allowlists and
blocklists to filter messages accurately.

📌 If your emails are being marked as spam, check Mailfence’s guide on spam filtering.

✅ Scan Email Attachments Before Opening

Never open an email attachment without scanning it first. Malware hides inside innocent-looking files,
waiting to infect your system.

Use third-party antivirus solutions like Sophos to scan attachments automatically.

Configure email settings to warn users about unscanned files. Block risky file types entirely if scanning
isn’t an option.

✅ Block Emails with Executable Attachments

Ransomware spreads through executable files. Attackers send .exe, .bat, or .scr files disguised as
invoices, resumes, or important documents.

Mailfence’s attachment filtering blocks these automatically. Activate it now. If your email system lacks
this feature, configure server-side filtering to stop harmful file types from reaching inboxes.

✅ Disable Auto-Downloading of Images

Hidden tracking pixels and malware injections live inside email images. If your email client loads images
automatically, attackers can see when you open messages and track your activity.

Mailfence disables auto-downloading by default. If you use another provider, turn off automatic image
loading in settings.

Business Email Compromise (BEC) & Account Takeover Prevention

Business email compromise (BEC) and account takeovers can cripple your organization in an instant. You
need to act fast to stop them.

Here’s how you can prevent these attacks and automate as much as possible.

✅ Real-time login monitoring

Monitor logins as they happen. Set up alerts for any suspicious activity, especially for unusual login times
or locations.

✅ Strict financial approval workflows

Create a clear workflow for financial approvals and enforce it with automation.

Tools like SAP Concur can help you set up strict protocols, ensuring that every transaction goes through
the proper channels. This reduces the risk of fraudulent transfers. Automate the process to cut down on
human error and slowdowns.

✅ Dual-approval for wire transfers

Wire transfers are high-risk transactions. Prevent CEO fraud by implementing dual-approval for wire
transfers.

Although this can’t be fully automated, enforcing it through company policies and employee training is
important. Make sure every transfer is verified by two people before it goes through.

✅ Geo-blocking for logins

Geo-blocking can stop attackers from logging in from foreign countries. Use VPNs or firewalls to limit
access from regions you don’t do business with. If your company’s operations are global, track login
locations and manually block suspicious regions.

✅ Audit email forwarding rules

Employees might unknowingly forward sensitive information to unauthorized addresses. Automate
audits of email forwarding rules with Mailfence’s security settings.

Set up alerts to detect any unauthorized changes to forwarding rules. If something looks suspicious,
investigate immediately.

7. Compliance & Regulatory Security Measures

Regulatory requirements for business email security keep changing, but the risks stay the same. Failing to
meet legal standards leads to fines, lawsuits, and reputational damage.

Don’t leave compliance to chance—automate security measures and stay ahead of audits.

📌 Ensure compliance with GDPR & HIPAA

✅ Set Email Policies That Meet Regulations

Non-compliance opens the door to penalties, data leaks, and customer distrust. Update your email
policies to align with GDPR, HIPAA, and industry-specific laws.

📌 Automate encryption with Mailfence

📌 Apply rule-based email filtering to block unauthorized sharing of confidential information. Learn
how to harden your Mailfence account.

✅ Turn On Audit Logs to Catch Unauthorized Access

You can’t track security threats without a record of email activity. Enable audit logs to capture:

✔ Login attempts
✔ Email forwarding changes
✔ Suspicious behavior

Use Mailfence’s built-in logging to automate record-keeping and receive alerts for unauthorized access.

📌 Get started with Mailfence’s account administration guide.

✅ Automate Email Retention Policies to Avoid Compliance Failures

Regulators don’t care if your inbox is messy. Missing records lead to legal trouble. Define retention
policies that match your industry’s requirements—whether it’s three years for financial firms or seven
years for healthcare providers.

Use email archiving solutions to store messages securely and retrieve them when needed. Set
automated deletion schedules to clear out outdated emails and reduce risks.

8. Employee Security Awareness & Training

Human error opens the door to cyber threats. A single mistake—clicking a malicious link, downloading
an infected file, or using a weak password—can trigger a data breach.

Training employees to spot and stop threats reduces that risk.

✅ Conduct Cybersecurity Training

✔ Schedule regular sessions to keep security habits fresh.
✔ Use interactive lessons, real-world case studies, and quizzes.
✔ Provide custom training for different roles—finance teams need stronger phishing awareness, while IT teams need technical security drills.

✅ Send Simulated Phishing Emails

✔ Run phishing tests to expose weak spots.
✔ Use automated tools like KnowBe4 to send realistic phishing simulations and track responses.
✔ Reward employees who correctly identify phishing attempts.

✅ Keep Security Training Active

✔ Repetition strengthens awareness: Repetition strengthens awareness. A single training session won’t
change habits, but ongoing reminders will.
✔ Send security tips in weekly emails: Send security tips in weekly emails, and post warnings about
new scams on internal forums.
✔ Hold surprise security drills.

Keep cybersecurity a daily conversation, not a yearly checkbox.

9. Incident Response & Email Security Monitoring

Hackers don’t wait. You shouldn’t either. If you aren’t monitoring email activity, threats can slip through
unnoticed.

Attackers target inboxes with phishing scams, unauthorized logins, and malware-laced attachments.

Stop threats before they cause damage by setting up automated security alerts and tracking email logs in
real time.

✅ Set Up Real-Time Alerts

Waiting until a breach happens isn’t an option. Mailfence security notifications can alert you the
moment suspicious activity occurs. Turn on real-time alerts for:

• Phishing attempts disguised as legitimate emails
• Unauthorized logins from unusual locations
• Forwarding rules created without your approval

Configure your email security settings to send immediate alerts when these threats appear. Don’t rely on
manual checks—automation keeps you ahead of attackers.

✅ Monitor Email Logs for Unusual Activity

Every login, email sent, and attachment downloaded leaves a trail. If you’re not watching, cybercriminals
can slip in unnoticed. Mailfence’s log tracking helps you catch:

• Repeated failed login attempts
• Unexpected password resets
• Suspicious forwarding or filtering rules

Set up automated log reports and review them regularly. Integrate logs with security tools to flag anomalies faster.

✅ Automate Security for Faster Threat Response

Automation reduces human error and speeds up response time. Mailfence’s built-in tools detect threats,
trigger alerts, and track suspicious activity without constant manual oversight.

Use these features to tighten security and stop cyber threats before they escalate.

How To Choose The Right Email Security Provider For Your Business?

The right email provider should protect against cyber threats, ensure compliance, and offer strong
encryption without disrupting daily operations.

Check these areas below before selecting the right email security provider for your business 👇.

1. Encryption Strength

Emails are vulnerable to interception and leaks. A provider should offer end-to-end encryption and TLS
enforcement to secure communication.

📌 Mailfence provides OpenPGP-based end-to-end encryption, ensuring only intended recipients can
read emails.

2. Phishing and Malware Protection

Email is the top attack vector for phishing and malware. Look for threat detection, link scanning, and
attachment filtering to prevent breaches.

📌 Avoid email fraud: How to identify phishing emails.

3. Spam Filtering

A strong spam filter reduces the risk of users clicking on malicious links and keeps inboxes clean. It
should adapt to emerging threats while minimizing false positives.

📌 Mailfence continuously improves its anti-spam features.

4. Compliance & Data Protection

Regulations like GDPR and HIPAA require businesses to protect sensitive email data. Ensure your
provider meets legal requirements and supports data retention policies.

📌 Mailfence helps businesses stay GDPR-compliant.

5. Multi-Factor Authentication (MFA)

MFA is essential for account security, ensuring that even if a password is stolen, unauthorized access is
blocked.

📌 Mailfence enforces MFA with Two-Factor Authentication (2FA).

6. Integration with Business Tools

A security solution should seamlessly integrate with existing email clients, authentication systems, and
business workflows.

7. Incident Response & Monitoring

Real-time threat alerts, audit logs, and monitoring help detect unauthorized access before damage
occurs.

8. User-Friendly Admin Controls

Security teams need an easy-to-manage dashboard for setting policies, monitoring activity, and
enforcing rules.

📌 Mailfence offers an intuitive admin panel for secure email management.

9. Cost & Scalability

A security provider should offer flexible pricing and scalable plans to grow with your business.

📌 Mailfence provides transparent, scalable pricing for businesses. Check Mailfence pricing.

Why is Mailfence the Top Business Email Security Solution?

Mailfence puts you in control of your email privacy. Unlike mainstream providers that track your data
and serve ads, it offers a fully encrypted, ad-free experience with no backdoors.

Based in Belgium, Mailfence operates under strict privacy laws, ensuring no one can access your emails
without a court order—an infrequent occurrence.

👉 With OpenPGP encryption, digital signatures, and built-in tools like calendars, contacts, and
document storage, Mailfence provides secure communication for individuals and businesses alike.

Key Features

• Powerful Encryption & Security – End-to-end encryption (E2EE), OpenPGP support, two-factor
  authentication (2FA), SPF, DKIM, and Perfect Forward Secrecy (PFS) protect emails from
  unauthorized access.
• Independent & Transparent – Free from U.S. jurisdiction, ensuring stronger protection against
  surveillance and data requests.
• Business-Ready – Features like Business API, Single Sign-On (SSO), custom domain support, and
  group collaboration tools make it a reliable choice for professionals.
• Full Data Control – No third-party storage, tracking, or hidden backdoors means businesses
  retain complete ownership and confidentiality.

Mailfence Reviews

As of now, Mailfence has:

• 4.3-star rating on Software Advice
• 4.3 out of 5 stars on Capterra.

What Users Say 🗣

Brian (Software Advice): Uses Mailfence weekly for over two years, appreciating its reliable email
service, advanced notepad, virtual calendar, and group communication features. After an inactive
account was deleted, he rejoined—highlighting his satisfaction.

Elaine (Software Advice): Relies on Mailfence daily for strong security and customer service, praising its
encryption, reliability, and ease of use. While she found the document management system could
improve, she still rated it highly.

Tom (Trustpilot): Sought a secure and private email solution for his small business and found Mailfence’s
encryption and collaboration features valuable. He especially appreciated the smooth onboarding
process.

Manwithaplan (Trustpilot): Values Mailfence’s privacy-focused approach, intuitive interface, and strong
encryption. The Pro plan’s support for seven domains and 70 aliases made it a great fit for his needs.

Zandi (Trustpilot): Praises Mailfence for its seamless email management and fast, reliable customer
support, emphasizing the team’s quick response to issues.

Jeanie Bavis (Trustpilot): Had an exceptional customer service experience when setting up her business
email, reinforcing Mailfence’s reputation as a dependable and user-focused provider.

Competitive Edge Over Other Secure Email Providers

Business Email Security Policy

Here are some must-have email security policies to keep your small business safe from phishing scams,
data leaks, and hackers.

How to educate employees on email security?

Phishing scams, malware, and email spoofing put businesses at risk. Employees often become the
weakest link, but proper training can change that. You need a security-first mindset across your team.

Here’s how to build it.

1. Run Realistic Phishing Simulations

Send fake phishing emails to employees and track their responses. Show them real-world tactics hackers
use.

Break down how they should react when they spot suspicious messages. Make this a recurring exercise,
not a one-time event.

2. Hold Short, Interactive Training Sessions

Forget long, boring presentations. Keep sessions under 30 minutes. Use real email examples, quizzes,
and role-playing scenarios.

Show how attackers trick people into clicking malicious links or sharing sensitive data.

3. Create an Easy-to-Follow Security Checklist

Give employees a simple set of rules. Include actions like:

• Never click on unexpected email links or attachments.
• Verify sender details before responding to sensitive requests.
• Report suspicious emails immediately.

Print this list or pin it in their inbox for quick reference.

4. Set Up Instant Reporting Tools

Make reporting suspicious emails simple. A one-click button in the email client speeds up response time.
If employees hesitate or ignore threats, your business stays vulnerable.

5. Reward Secure Behavior

Gamify email security. Offer small incentives for employees who correctly identify and report phishing
attempts. Positive reinforcement builds stronger habits.

How to create a secure email policy for employees?

A clear policy removes guesswork and holds employees accountable. Lay out specific rules, explain why
they matter, and enforce them consistently.

1. Define Acceptable and Unacceptable Email Practices

Set rules on what employees can and cannot do with work emails. Cover:

• Sending sensitive information only through encrypted channels.
• Avoiding personal email accounts for work-related tasks.
• Ignoring or deleting emails from unknown senders.

2. Enforce Strong Password and Multi-Factor Authentication (MFA) Rules

Require passwords with at least 12 characters, including numbers and symbols. Make employees update
them every three months. Enable MFA to block unauthorized access, even if passwords get stolen.

3. Restrict Email Forwarding and Auto-Responses

Disable auto-forwarding to external accounts. Attackers exploit this to siphon off sensitive information.
Review out-of-office replies—don’t expose contact details or internal processes.

4. Secure Email Attachments and Links

Train employees to hover over links before clicking. If an email asks them to download a file, confirm the
sender first. Use email security filters to block dangerous attachments automatically.

5. Monitor and Audit Email Activity

Set up alerts for suspicious email behavior, like logins from unusual locations. Regularly review email logs
to catch unauthorized activity before it escalates.

6. Require Immediate Reporting of Security Incidents

Make it clear—every suspicious email must be reported. Delays give attackers more time to infiltrate
systems. Quick reporting keeps damage to a minimum.

Benefits Of Strong Business Email Security & Protection

BENEFIT	ACTION TO TAKE
Stop Phishing Attacks	Set up advanced email filtering. Train employees to recognize suspicious emails. Report phishing attempts immediately.
Block Ransomware	Use AI-powered security tools to scan attachments. Require multi-factor authentication (MFA) to prevent unauthorized access.
Protect Business Reputation	Implement DMARC, SPF, and DKIM to stop email spoofing. Prevent hackers from using your domain for scams.
Keep Data Secure	Encrypt sensitive emails. Set access controls to restrict who can view and forward messages. Monitor outgoing emails for leaks.
Reduce Spam	Use AI-driven spam filters. Mark spam emails so the system improves its detection.
Meet Compliance Requirements	Encrypt emails to protect sensitive data. Use email archiving to store and retrieve messages securely.
Prevent Business Email Compromise (BEC)	Set up AI-based threat detection. Require multiple approvals for financial transactions. Verify unusual requests by phone before acting.
Ensure Email Continuity	Use cloud-based email security. Set up automatic backups. Create a response plan for potential attacks.
Improve Productivity	Reduce spam and phishing attempts to keep inboxes clean. Automate security processes to minimize disruptions
Secure Remote Workers	Require VPN access for work emails. Enforce strong passwords. Block logins from suspicious locations.

Cloud-Based Vs. On-Premise Email Security Solutions

Email security solutions come in two forms: cloud-based and on-premise. Each has strengths and weaknesses. Your choice depends on budget, security needs, and IT resources.

SOLUTION TYPE	PROS	CONS
Cloud-Based Email Security	– Automatic security updates. – AI-powered filtering for real-time cyber threat detection. – No need for hardware or IT infrastructure. – Scales easily with business growth. – Accessible from anywhere.	– Requires internet access. – Data stored on external servers, raising privacy concerns. – Less control over security policies compared to on-premise solutions.
On-Premise Email Security	– Full control over data storage and security configurations. – No reliance on third-party providers. – Meets strict compliance and privacy regulations.	– High upfront investment in servers and IT staff. – Manual security updates and maintenance. – Expensive and complex to scale.

Frequently Asked Questions (FAQs)

Conclusion: Securing Business Emails

Email threats are relentless, but your business doesn’t have to be vulnerable. Phishing, spoofing, and
data breaches can be prevented with the right security measures.

Don’t wait for a cyberattack to take action.

Choose Mailfence today and take control of your email security with private, encrypted, and compliant
communication that safeguards your business.

👉 Get started with Mailfence now.