So, what is your go-to channel for business communication? Emails, right? Over 86% of professionals, including you, prefer emails for business purposes. No doubt, email is a key aspect of communication, in both personal and professional spheres. These are used across multiple environments and devices. Moreover, emails can be used to send different types of content – text, documents, audio, videos, and images.
However, with their increasing use, cybercriminals often target emails for phishing attacks and other cyber threats.
A 2023 Verizon Data Breach Investigation reveals that 91% of phishing attacks originate from emails. This makes them a primary tool for cybercriminals. Therefore, securing business email servers is important to an organization’s cybersecurity. This is where an email secure server comes into play!
Let’s learn more about email security server, how it works, and why it is important for keeping email communication safe.
Understanding Email Cyber Threats
Before we jump to understanding the working of email security servers, it’s important to understand different types of email cyber threats that hit email systems:
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- Email Spoofing: Attackers modify email details to make it appear like the message is from a real person or company. This fools the recipients into replying.
- Phishing Attacks: Hackers send fake emails that look like they are from a trusted source. They trick people into sharing important details like passwords and credit card numbers.
- Man-in-the-middle Attacks: Attackers secretly intercept emails while they are being sent, enabling them to read or modify the information.
- Malware and Ransomware: Dangerous email links or attachments can install harmful software, which can steal data or lock important files.
- Spam or Unwanted Emails: Receiving too many junk emails can waste time and sometimes spread viruses or scams.
What is an Email Secure Server?
An email secure server is responsible for sending, receiving, and storing emails with strong security features. It uses features like authentication, encryption, email archiving, and compliance, etc., to keep your information exchange safe from hackers and cyberattacks.
The role of email security servers isn’t just limited to information delivery. It ensures data security and privacy by safely transmitting sensitive information, confidential documents, and important business communication.
Key Features of Email Secure Servers
- Encryption – Ensures that emails cannot be accessed, read, or modified by unauthorized parties.
- Access Controls – Restrict access to email accounts and ensure they are only viewed, sent, or modified by authorized users.
- Authentication – Ensures the identification of users sending and receiving emails.
- Anti-malware and Anti-spam Protection – Detect and block malicious attachments, spam messages, and phishing emails. These filters prevent email-borne threats from reaching the inboxes of users.
- Auditing and Logging – Secure email servers maintain detailed logs of email activities that help monitor and investigate security incidents or compliance violations.
- Data-loss Prevention (DLP) – Helps prevent sensitive information from being shared through email by mistake or without permission. These systems can detect and block emails that contain private data like credit card details, social security numbers, and important business information.
Why do Businesses Need an Email Security Server?
Email security has become necessary for businesses more than ever. With increasing cyber threats in the digital space, businesses must take serious measures to protect the sensitive information sent or received over email. Here are some reasons why businesses should consider investing in a secure email server:
- Data Protection – Prevents data leaks and protects sensitive business information over email.
- Enhanced Trust and Reputation – Customers, clients, and partners feel more confident working with businesses that focus on security.
- Compliance with Regulations – Several industries like Healthcare, Banking and Insurance, E-commerce, etc., require secure email communication to meet HIPAA, GDPR, and CCPA compliance standards.
- Reduced Financial Losses – With strict email security measures, businesses can prevent cyberattacks, which further prevents them from potential legal issues, fines, and ransom payments.
How Email Secure Servers Protect Against Cyber Threats?
In simple words, an email secure server acts as a protective digital shield, protecting emails from various cyber dangers. It ensures that sensitive email messages remain private as well as accessible to only authorized users.
Here’s how it works:
1.Encryption – Keeping Emails Confidential
Have you ever played Scramble? It is easy to crack the right word? Now, imagine applying the same concept to your emails — except the scrambled text is so complex that only the intended recipient can decode it.
Secure email server solutions use encryption methods like PGP and TLP to ensure no one else, except the intended receiver, can read your email messages, even if they are intercepted.
Let’s say, you want to send a confidential business proposal with your product quotations. Without encryption, hackers could steal and misuse your information. But with encryption, even if your business proposal email is intercepted, they won’t be able to read it.
2.Authentication – Stopping Unauthorized Email Use
Have you been asked to implement a Two-step Verification to access your WhatsApp? That’s an example of Multifactor Authentication (MAF) – an additional security step to ensure only you can access your account.
Secure email servers use MFA and digital certificates to prevent cybercriminals from impersonating legitimate users. Even if someone steals your password, they won’t be able to log in to your email account without the second layer of verification.
Some other authentication protocols are:
- SPF (Sender Policy Framework) – Checks that the sending email server is authorized to send emails on behalf of an email.
- DMARC (Domain-based Message Authentication, Reporting, and Conformance) – Prevents fraudulent emails by blocking unauthorized users.
- DKIM (Domain Keys Identified Mail) – Ensures email integrity by adding a digital signature to confirm legitimacy.
3.Secure Email Gateways (SEGs)
SEGs track incoming and outgoing emails to detect threats. These act as a firewall, blocking malicious emails and preventing sensitive data from being sent to unauthorized recipients.
4.Access Control – Controlling Who Can Access Emails
Would you like anybody to use your favorite gadget without your permission? Certainly not! An email secure server ensures that only authorized users can access, send, or modify emails.
To implement access control, companies use Role-Based Access Controls (RBAC), which assign permissions based on job responsibilities. This prevents unauthorized access and ensures that not only the right people handle the sensitive information.
5.Monitoring and Tracking Email Activity
Email secure servers maintain detailed logs of email activity, including access attempts, message delivery, and system changes. These logs help identify suspicious behavior and track security incidents.
For example, if an unknown device tries to log into your email account, the email server system records the attempt, helping IT teams investigate and prevent potential breaches.
6.Blocking Spam, Malware, and Phishing Emails
Secure email servers come with built-in filter mechanisms like anti-malware and spam that block malware before allowing emails to reach inboxes. Advanced sandboxing technology separates suspicious files in a controlled environment to detect their behavior before they can do any harm.
7.Automatic Backups and Disaster Recovery
Frequent email backups are an important function of email secure servers. It ensures data recovery in case of cyberattacks or accidental deletion. Cloud-based email security solutions also provide real-time monitoring and quick recovery options in case of data loss.
The Final Words
Email security has become the need of the hour for businesses as well as individuals. An email secure server protects against cyber threats, like email spoofing, phishing, and malware through encryption, access control, SEGs, authentication protocols, etc. Since cyberattacks are becoming more advanced, relying on traditional security practices is not enough. Investing in a secure email server can help businesses protect their data, maintain trust, and comply with regulations. They can also prevent huge financial losses due to different reasons.
By implementing strong email security measures, they can ensure safe and reliable communication. So, take proactive steps today and keep your email systems secure and prevent loses.
