Everyone gets spam in their mailboxes; it seems to be unavoidable these days. Some of it is merely unsolicited, useless junk, others may contain phishing links to lure you into giving a hacker your credit card info, while other might contain a dangerous payload that could unleash a virus onto your computer or network!

So what do you do to protect yourself against these threats? Here are a few best practice measures that may help you:

Passwords

Use a strong password – so many people use something over-generic like ‘password1’, and they use the same password for all of their email accounts, so it would be too difficult for a hacker to crack that one. Use a complex password, and use a different password for each of your email accounts. And you can increase your security by changing your passwords often; say every two months.

And never give out your password to anyone, never send it in an email or text, and be careful who you give your email address to.

2-Factor Authentication

Many email systems now allow you to use a 2-factor authentication system. this is where you login using your password, then you need to enter a secondary piece of info to access the system, such as a 5-digit pass code that’s been sent to your mobile phone. This system can be a little annoying, but does make for tighter security.

GMail Security Options

If you use GMail, it has a few little security options built in:

  • Confidential mode: while composing an email, you have the option of turning on ‘Confidential’ mode. This means that the recipient cannot forward, print, reply, or copy the email. You also have the option of setting an expiry date, or to enter an SMS code to access the email.
  • Add-on apps: GMail also has a host of add-ons, many of which are security-based and are well worth installing. Take a look at the Gmail Marketplace for options.

Switching Devices

Be careful what device you’re using for your work email. Many companies allow you to use your own mobile phones and tablets as well as company-provided computers, but this can provide a loophole for cyber-criminal activity, so always ensure that your device is compliant with your work environment’s security policies. Check with your HR or IT people.

Wi-Fi Networks

Similarly, be careful about using WiFi networks other than your own and your company’s, as they may be unsecured, which is not recommended, especially for sensitive data and email.

User Education

Its not only IT departments that need to be aware of suspicious email activity; all users need to make themselves aware of what a suspicious email may look like. Educate yourself as to what constitutes an email scam, a potential virus or Trojan, a phishing email, or an un-trusted attachment. If in doubt ask your IT people, and investigate anything that seems suspicious.

A simple Google search using the subject line, email address, embedded URL, or first line of text can often reveal whether-or-not an email is a scam email, or just junk.

And never reply to any scam emails, as you’ll be leaving yourself open to further hacking attempts.

Computer & Mobile Device Settings

Make sure that your computers and mobile devices have their security settings set correctly. Talk to you IT department if in any doubt.