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Essential Email Security Advice

Email accounts are accessible from the internet, so it is important to protect them properly.

The advice below will help reduce spam, password attacks, and the risk of an email account being compromised.

Avoid Publishing Email Addresses on Your Website

Putting an email address directly on a website makes it easy for spam bots to collect it.

If possible, use a contact form instead of publishing a plain email address or mailto link.

If you do publish an address, understand that it may receive more spam and may be more likely to be targeted by automated login attempts.

Avoid Obvious Email Addresses

Common email addresses such as info@, sales@, support@, and common first names are easy to guess.

You can still use them if you need to, but they are more likely to receive spam and login attempts.

If the address does not need to be public, consider using something less predictable.

Use Strong Passwords

Weak passwords are one of the most common reasons email accounts are compromised.

Do not use:

  • Names
  • Places
  • Birth dates
  • Single dictionary words
  • The same password you use elsewhere

Use a long password with a mix of letters, numbers, and symbols.

If you need help remembering passwords, use a reputable password manager.

Use a Unique Email Password

Do not use the same password for your mailbox that you use for websites, social media, shopping accounts, or your customer account.

If another website is breached and you reused the same password, attackers may try the same details against your email account.

Use Secure Mail Settings

Use encrypted mail settings whenever possible.

Recommended settings:

  • Incoming IMAP: 993 with SSL/TLS
  • Incoming POP3: 995 with SSL/TLS
  • Outgoing SMTP: 465 with SSL/TLS
  • Alternative SMTP: 587 with STARTTLS

SMTP authentication should always be enabled.

Keep Devices Secure

Keep your computer, phone, and tablet updated.

Use antivirus or security software where appropriate, especially on Windows devices.

Be careful with public WiFi, shared computers, and any device you do not control.

Watch for Brute Force Attacks

Attackers often try common mailbox names with large lists of passwords.

Our systems can block many repeated failed login attempts, but a weak password can still be guessed eventually.

Strong, unique passwords are the best protection.

If You Think an Email Account Is Compromised

  1. Change the mailbox password immediately.
  2. Check whether any forwarding rules or filters have been added.
  3. Check your sent mail if available.
  4. Run a security scan on devices that access the mailbox.
  5. Open a support ticket so we can check the server logs.

Summary

  • Do not publish email addresses unless you need to.
  • Avoid obvious mailbox names where possible.
  • Use strong, unique passwords.
  • Use SSL/TLS mail settings.
  • Keep devices secure and updated.
  • Contact us quickly if you suspect a mailbox has been compromised.