How To Improve Email Security And Privacy?

How To Improve Email Security And Privacy?

How To Improve Email Security And Privacy? Learn how to protect yourself against email threats and keep your data safe.

Phoebe Brown

Phoebe Brown | Feb 16, 2023 | 8 mins read

Keeping your emails secure is essential in today’s technological society. With the increasing use of emails as a form of communication, it is necessary to take preventative measures to ensure that your email security is up-to-date and adequate.

Phishing attempts, bogus attachments, and compliance violations are some security risks associated with email. Being aware of these potential threats can help you protect yourself from them.

There are several ways to improve email security and privacy like using strong passwords when creating an account, utilizing two-factor authentication where possible, only opening emails from trusted sources, and backing up your data regularly to avoid lost information in case something prevents your access to it.

Additionally, educate yourself on best online security practices and monitor activity on shared accounts.

By following these guidelines and staying vigilant regarding your digital communications, you can ensure that your emails remain safe and secure!

What Is Email Security?

Email security is the collaborative practice of ensuring that email accounts and their content are protected from unauthorized access, manipulation, or breaches. It involves various measures, from authentication and encryption to data privacy policies and procedures.

Authentication ensures that only authorized users can access an account and its content. At the same time, encryption scrambles the contents of emails so they can’t be read if intercepted.

Data privacy policies describe how information should be collected, stored, and protected. At the same time, procedures formally outline how individuals must adhere to those policies. All these factors protect your data from malicious actors or accidental misuse.

What Is The Importance Of Email Security Best Practices?

Proper email security best practices are essential when it comes to safeguarding your online security.

Whether you’re sending private documents or not, email can still be vulnerable to hackers looking for any chance to access sensitive information.

Not only can they use your email account to exploit the more extensive network, but they may also be able to access confidential medical records, bank routing numbers, and other valuable data.

That’s why taking every precaution available regarding your email security is essential— the content and the account itself must be protected.

You can do this by setting up two-factor authentication on all accounts, using strong passwords, encrypting emails with a password or encryption tool, and disabling HTML displays in emails from unknown sources.

Following these steps ensures that your personal or business information is safe from malicious email attacks.

9 Ways To Improve Your Email Security And Privacy

1. Look Out For Multiple Service Providers

When improving your email security and privacy, one of the most important steps you can take is to research multiple providers.

Take the time to look at the security and privacy policies offered by different email providers – they’re all different, so it pays to do your due diligence.

It’s especially beneficial if you’ve been using one provider for a while without understanding how your data is protected, or your information is used.

Pay close attention to any policies that give you pause, and don’t agree to anything you’re uncomfortable with. For extra protection, consider looking into providers prioritizing privacy, like ProtonMail, Posteo, or Mailfence.

2. Never Send Confidential Information Via Email

When exchanging sensitive information, always be careful and never send out any personally identifiable information (PII) through your email.

This can include Social Security, driver’s license or credit card numbers, medical records, passport/ID photos, and even Global Entry or TSA PreCheck numbers.

Organizations that manage PII regularly – like banks, hospitals, and government agencies – will require you to submit your documents via a secure application. To secure yourself and your data’s safety, follow this rule whenever sending out sensitive information.

3. Reconsider What You Attach And Write

When it comes to improved email security and privacy, it’s essential to think twice about the content of your emails. Even though most messages might not be profound, they may contain sensitive information.

How would you feel if you had to imagine someone reading your emails aloud in a courtroom or publishing them in the news?

This is why taking precautions when sending emails is essential – think about what you’re writing and attach it before clicking “Send.” It’s better to opt for a more secure messaging platform if there’s any doubt.

Generally, avoid sending out sensitive information through your email account, such as passwords or financial data. Remember: even with the best email security measures, data breaches can still happen — resulting in severe consequences.

4. Use Strong Passwords

When it comes to email security and privacy, using secure passwords is a must. Weak passwords can make it easy for hackers to access your account, so don’t let yours be a pushover.

Your password should be at least 10 characters long and contain a mix of upper and lowercase letters and at least one number and unique character.

Strong Password

With this complexity in your passwords, you can help keep your email accounts safe from potential cyber-attacks. So safeguard yourself by creating strong passwords for all your email accounts – and change them often!

5. For Sensitive Emails, Consider Using Encryption Such As OpenPGP

When sending sensitive emails, you should consider encryption like OpenPGP. This helps protect your emails from unauthorized individuals with malicious intent.

Using GPG4Win (GNU Privacy Guard for Windows), you can set up an encryption process that stops even large government agencies such as the NSA from accessing your private emails.

For added protection, you can also break up sensitive information into two or more email messages and send them separately. This ensures that it is more difficult for digital spies to gain access to the critical data they need to do damage.

When it comes to email security and privacy, OpenPGP is an essential tool for keeping your messages safe.

6. Do Not Respond To Spam Or Phishing Scam Emails

One of the most important things to remember regarding email security and privacy is to never reply to spam or phishing schemes.

Responding to scam emails can indicate to the sender that a live user is associated with the email address they have received, which could lead to an increase in spam and phishing messages.

Furthermore, research suggests that around 3% of all spam emails contain malicious software, meaning replying inadvertently opens you up to potential cyber threats.

e-mail popup warning window concept

If you want extra protection against spam, it may be beneficial for you to use a specialized email spam filter.

This will help rapidly identify any unwanted and potentially dangerous emails and keep them away from your inbox before you ever have the chance to respond.

7. Be Cautious Of Public Wi-Fi Network

Public Wi-Fi networks are a significant risk regarding email security and privacy.

Sensitive data, such as passwords, usernames, and personal information, can be easily exposed without any proper protection. It’s essential to take extra precautions when using a public network, as hackers often target these areas searching for unsuspecting victims.

You can take a few steps to ensure that you remain safe while using public Wi-Fi networks. Make sure to only use secure networks with proper encryption protocols, like WPA2 or WPA3.

Don’t log in to sensitive accounts, such as banking accounts, from public networks – instead, try only accessing sites over HTTPS and use a VPN, such as NordVPN or ExpressVPN.

Finally, avoid sending and receiving any personal information over the web if possible, as this can easily be intercepted by malicious third parties.

8. Implement Two-factor Authentication

Securing your email account with two-factor authentication is one of the most effective ways to boost your privacy and security.

With two-factor authentication, even if a hacker manages to guess your password, they won’t be able to access your emails without entering a code usually sent to you via SMS, email, voice calls, or TOTP apps. One-time codes can be tied to existing access control credentials, meaning only authorized users will be able to view two-factor security information. This helps security staff to better monitor access events in order to identify suspicious activity more effectively.

This acts as an extra layer of protection for your account, adding an additional lock on the door. You’ll be glad to know that almost every email platform offers two-factor authentication, so don’t hesitate to take this necessary step to keep your email communication safe and secure.

9. Do Not Give Out Your Email Address

One of the key aspects to improving your email security and privacy is to avoid giving away your email address. While providing websites with this information in exchange for offers, discounts, or even free stuff might be tempting, you’re putting yourself at risk.

Those websites might need better security measures in place. They could quickly sell or share your email address with third-party organizations without your knowledge.

Remember that your professional email address should only be used for internal communications, so keep it confidential. It may require an extra step or two, but it’s well worth protecting yourself from unwanted exposure.

Which Is the Most Secure Email Service?

When choosing the most secure email service, you must look for features that will help you mitigate security risks. End-to-end encryption, two-factor authentication (2FA), and a spotless reputation with no history of significant security issues are all must.

Aside from these basic features, you might look for services that offer added customization options, such as self-destructing emails or more robust password security.

When looking around for an email service provider, it’s worth considering some of the free secure email services: ProtonMail, Zoho Mail, Mailfence, etc. These services ensure your online safety and privacy with end-to-end encryption, two-factor authentication (2FA), and additional customization options.

Canary Mail stands out and offers top-notch privacy and security features that provide users with heightened protection.

You can get alerted to suspicious senders and emails, access PGP on both desktop and mobile devices, or use SecureSend to automate your encryption.

Plus, thanks to facial and touch identification security options, you can rest assured that no one else can access your emails without your knowledge.

The bonus of using Canary Mail is the extra layer of safety when sending files in emails. Having an ‘alert’ system for wrong files sent to the wrong persons ensures our mistakes don’t turn into disasters that compromise our data.


In conclusion, taking comprehensive steps to improve email security and privacy is necessary in today’s digital world.

An email is a valuable tool for many of us, and with proper security protocols in place, it can be our most trusted asset.

From secure encryption technologies to strong passwords, monitoring emails, using two-factor authentication, spoofing detections, and more – these tips are just the beginning of an array of measures that will ensure your emails are secure and private!

Phoebe Brown
Phoebe Brown

As a British writer and productivity coach, I’m passionate about unraveling the intricacies of email, SaaS, and artificial intelligence. With a knack for making the complex simple, my work empowers individuals and teams to harness these tools for maximum impact.

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