Email is still the default route for sensitive customer and business communication.
That makes everyday habits, training, and the right tools worth reviewing before a mistake becomes a breach.
Emails can be intercepted by unauthorised parties and used to spread malware and other malicious software. Take steps to secure your email communications before sensitive data leaves the inbox.
This article covers practical email security habits - from strong passwords and encryption choices to spotting phishing before a link is clicked.
Why Does Email Need to Be Secure?
Email is a common communication tool used by both businesses and individuals. The Radicati Group estimates that around 392.5 billion emails will be sent and received worldwide each day in 2026.
Where The Volume Figure Comes From
The Radicati Group estimates that around 392.5 billion emails will be sent and received worldwide each day in 2026. High volume makes email both indispensable and a common target.
However, email was not designed with security as a priority, making it vulnerable to various cyber threats.
This becomes a major concern when email is used to share sensitive information such as financial or personal data.
Because it is so widely used, email is an attractive target for cybercriminals. They exploit vulnerabilities to access data, exposing individuals and businesses to breach, financial loss, and reputational damage.
Beyond malicious attacks, human error also poses a serious risk. Accidentally sending a message or file to the wrong person is a common occurrence.
Our 2023 report shows that more than half of UK adults have sent personal data by email, and a quarter have done so to the wrong recipient.
"Email security is rarely one control on its own. Teams need habits, training, and tools that work at the point of send - especially when a single mistake can expose financial or personal data."
Paul Holland, Founder and CEO, Beyond Encryption (Mailock)
The sections below turn those risks into practical steps you can apply team-wide.
Actions You Should Be Taking
There are several steps you can take to improve email security. Completing just one is not enough - try to adopt as many of these as possible to stay protected.
Use a Strong Password
The National Cyber Security Centre (NCSC) advises against changing passwords too often unless there is a suspected compromise. Instead, use a strong, unique password for every account.
One method recommended by the NCSC is to combine three random words into a passphrase that is long enough and strong enough.
Need A Safer Way To Send Sensitive Email?
Mailock keeps email familiar while adding protected access, recipient checks, secure replies, message tracking, and sender controls.
Alternatively, you can use a password generator and store the result in a secure password manager.
Turn On Two-Factor Authentication (2FA)
Two-factor authentication adds a second layer of protection. You will need to enter a code sent to your phone in addition to your password when logging in.
What 2FA Changes In Practice
Even if someone has your password, they still need access to your second factor before they can sign in.
Even if a hacker has your password, they will not be able to access your email without also having your phone.
To turn on 2FA, check your email provider's help pages for setup instructions.
Undergo Awareness Training
Employees are often the weakest link in security. Training helps ensure people know what to look out for - and what to do if something goes wrong.
Phishing is a common threat, where someone pretends to be a trusted organisation to trick recipients into clicking links or sharing sensitive data. IBM's research suggests 41% of cyber attacks begin this way.
What The IBM Figure Shows
IBM's threat intelligence reporting points to phishing as the starting point for a large share of attacks, which is why staff recognition training still matters alongside technical controls.
Awareness training helps staff identify suspicious emails and respond appropriately.
Keep Software Updated
Security flaws are regularly found in software. Updates often include patches that protect your system against new threats.
Enable automatic updates where possible and regularly check for available updates on all your devices.
Avoid Public WiFi
Public networks are often unencrypted and may be used by cybercriminals to intercept communications or mimic trusted networks.
If you must use public WiFi:
Use only websites with HTTPS.
Never send sensitive information over open networks.
Use a VPN to encrypt your connection.
Tools You Should Be Using
Security habits are important, but tools can add protection that training alone cannot provide. Here are three every business should consider.
End-to-End Encryption
End-to-end encryption helps ensure only the intended recipient can read your message - no one else can access it, not even your service provider.
Make sure messages stay encrypted beyond the send button.
Compare this with Transport Layer Security (TLS), which only protects emails in transit. Once the message reaches the server, it is decrypted.
End-to-end keeps data protected all the way to the recipient. Basic email clients may only encrypt the outbound send. If the recipient replies in plain text, the thread is exposed again.
"Transport encryption protects messages in transit, but it does not solve the full problem once a message sits on a server or comes back as a plain-text reply. That is why two-way protection matters."
Solutions like Mailock enable two-way secure email, helping keep encryption active both ways.
Recipient Authentication
Recipient authentication requires your recipient to verify who they are before they can open your message. This can include:
SMS verification
Custom security questions
It is especially useful when dealing with sensitive data. Even if you send it to the wrong email address, access can be blocked at verification.
Email Revoke
Made a mistake? Revoke it. Message revoke can help block access to protected content after it is sent.
Built-In Recall Limits
Outlook recall works only under strict Microsoft 365 conditions. A secure email platform can add stronger post-send access control.
Built-in recall and undo-send features are limited. With a secure email platform, you can help block access after delivery, including in cases where protected content has already been opened.
What Else to Consider When Choosing a Secure Email Solution
Is it user-friendly? Adoption depends on ease of use for staff and customers.
Does it fit your sector? Mailock is widely adopted in finance and integrates with Unipass.
Does it help with compliance? Regulated industries must retain communication records - look for solutions with auditing features.
FAQs
What Are the Main Secure Email Habits Covered?
The article covers passwords, two-factor authentication, awareness training, software updates, public WiFi caution, encryption, recipient authentication, and message revoke.
Why Is Encryption Not the Only Control to Check?
Encryption helps protect message content, but teams also need recipient authentication, secure replies, user training, and records of message activity.
Where Does Mailock Fit into Secure Email Practice?
Mailock supports two-way secure email, recipient authentication, message revoke, and audit trails for sensitive email workflows.
Sabrina McClune writes about cybersecurity, data protection, digital identity, and digital transformation for Beyond Encryption, helping regulated sectors understand complex technology and compliance topics with greater clarity.
Sabrina McClune
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