Email Security Best Practices to Block Threats & Spam Fast
December 17, 2025
Keeping your business email secure is more important than ever. Cybercriminals are constantly finding new ways to trick users, steal data, and disrupt operations. This blog will walk you through the most effective email security best practices to protect your team, data, and reputation. We’ll cover everything from strong passwords and phishing simulations to antivirus software and secure email attachments.
Understanding email security best practices
Email is one of the most common ways cybercriminals target businesses. Whether it’s a phishing email, a malicious attachment, or a spoofed sender, threats can come from anywhere. That’s why following email security best practices is essential for every organization.
These practices help reduce the risk of business email compromise, protect sensitive information, and keep your systems safe. By training employees, using the right tools, and staying alert, you can build a strong defense against email threats.
Top strategies to improve your email security
Improving your email security doesn’t have to be complicated. Here are some key strategies that can make a big difference.
Strategy #1: Use strong passwords and multi-factor authentication
Weak passwords are easy for attackers to guess. Require employees to use strong passwords and enable multi-factor authentication (MFA) for all email accounts. This adds an extra layer of protection, even if a password is stolen.
Strategy #2: Train employees to spot phishing emails
Phishing emails often look real but contain dangerous links or attachments. Regular security awareness training helps employees recognize red flags like urgent requests, misspelled domains, or suspicious attachments.
Strategy #3: Avoid opening unknown attachments
Attachments can carry malware or ransomware. Train your team to never open an attachment unless they’re sure it’s safe and from a trusted sender. When in doubt, verify before clicking.
Strategy #4: Keep antivirus software up to date
Antivirus software helps detect and block malicious files before they reach your inbox. Make sure it’s installed on all devices and updated regularly to stay protected.
Strategy #5: Use a spam filter to block junk and threats
A good spam filter can catch phishing emails, scams, and other unwanted messages before they hit your inbox. This reduces the chance of someone clicking on a dangerous link.
Strategy #6: Run phishing simulations regularly
Phishing simulations test your team’s ability to spot fake emails. These exercises help reinforce training and identify users who need more support.
Strategy #7: Encrypt sensitive emails
Email encryption protects sensitive information in transit. This is especially important when sending personal data, financial details, or confidential business information.
Key benefits of following email security best practices
Following best practices for email security helps your business stay safe and compliant.
- Reduces the risk of data breaches and business email compromise
- Protects sensitive information from being intercepted or stolen
- Builds employee awareness and accountability
- Improves compliance with data protection regulations
- Prevents downtime caused by malware or ransomware
- Enhances trust with clients and partners
Why email security protocols matter
Email security protocols like SPF, DKIM, and DMARC help verify that messages are coming from legitimate sources. These tools prevent spoofing, where attackers fake the sender’s identity to trick recipients.
Implementing these protocols also improves email deliverability. Your messages are less likely to be marked as spam, and recipients can trust that your emails are authentic.
Using secure protocols is a simple but powerful way to protect your domain and your brand.
Tools and technologies to strengthen your defenses
There are many tools available to help secure your business email. Here are some worth considering.
Tool #1: Email security gateways
An email security gateway filters messages before they reach your inbox. It blocks spam emails, viruses, and phishing attempts at the network level.
Tool #2: Email security tools with AI
Modern email security tools use artificial intelligence to detect unusual patterns and stop threats in real time. These tools adapt as new attack vectors emerge.
Tool #3: Antivirus software for all devices
Make sure every device connected to your email system has antivirus software installed. This helps stop malware from spreading if a threat slips through.
Tool #4: Secure email services
Some email services offer built-in encryption, spam filtering, and authentication features. Choose a provider that prioritizes security.
Tool #5: Incident response plans
Have a clear plan for what to do if an email threat gets through. Quick action can limit damage and help you recover faster.
Tool #6: Awareness training platforms
Use training platforms to deliver regular lessons and quizzes. These tools keep employees informed and engaged.
How to implement email security best practices
Start by assessing your current email security setup. Identify gaps and prioritize the most urgent fixes. Then, create a plan to roll out improvements in stages.
Make sure leadership supports the effort. When management takes email security seriously, employees are more likely to follow through. Regularly review your policies, update tools, and provide ongoing training.
Even small changes—like enabling MFA or updating your spam filter—can have a big impact.
Best practices for maintaining secure email systems
Keeping your email secure is an ongoing process. Here are some best practices to follow.
- Review and update security settings every quarter
- Monitor email logs for unusual activity or login attempts
- Limit access to sensitive email accounts
- Use secure networks—avoid public Wi-Fi for business email
- Test your systems with simulated attacks to find weak spots
Staying proactive is the best defense against evolving threats.
How Sterling can help with email security best practices
Are you a business with 20 to 80 employees looking for a better way to protect your email systems? As your company grows, so do the risks. You need a reliable partner who understands the challenges and can help you stay ahead of threats.
At Sterling, we specialize in helping businesses like yours implement strong email security best practices. From tools and training to monitoring and support, we provide everything you need to keep your business email protection strong and effective.
Frequently asked questions
What is the most effective way to prevent email threats?
The best way to prevent email threats is to combine employee training with technical tools. Teach your team how to recognize phishing emails, scams, and spoofed senders. At the same time, use secure gateways and antivirus software to block threats before they reach your inbox.
Adding email encryption and authentication protocols also helps protect sensitive information and verify trusted sources.
How often should we update our email security protocols?
You should review and update your email security protocols at least once every six months. This includes checking your spam filter settings, updating antivirus software, and reviewing access permissions.
Regular updates help you stay ahead of new cybersecurity threats and ensure your systems are running the latest protections.
What are the risks of using public Wi-Fi for business email?
Public Wi-Fi networks are not secure. Hackers can intercept your email traffic and steal personal information or login credentials. This puts your entire email account at risk.
To stay safe, avoid using public Wi-Fi for business email. If you must connect, use a VPN to encrypt your data.
How can phishing simulations improve our email security?
Phishing simulations test how well your team can spot fake emails. These exercises help reinforce training and identify users who need more support.
They also give you insight into common email security threats and help you fine-tune your awareness training programs.
What should we include in our incident response plan?
Your incident response plan should include steps for identifying, containing, and reporting email threats. Assign roles, outline communication procedures, and document how to recover data.
Having a clear plan helps your team act quickly and reduces the impact of a successful attack.
Why is antivirus software still important for email security?
Antivirus software scans email attachments and links for malware. Even with other protections in place, it adds another layer of defense.
It also helps detect threats that may bypass your spam filter or come from trusted-looking sources.
