Cybersecurity
IT Is Infrastructure: Email Is Not Secure—9 Quick Ways to Secure Communications
IT Is Infrastructure: Email Is Not Secure—9 Quick Ways to Secure Communications Today by Todd Moss, Founder of 24HourTek
Why Email Security Matters More Than Ever
I’ve been in IT for over two decades, and I’ve seen a lot of change. But one thing that hasn’t changed is this: email remains one of the most vulnerable parts of your organization’s infrastructure.
Think of email like a postcard. Anyone who handles it along the way can read its contents. In fact, email is often compared to a postcard because, unless encrypted, it’s readable by anyone who intercepts it .
In 2025, the risks are even greater. AI-powered phishing attacks are more convincing than ever, and cybercriminals are exploiting email vulnerabilities to steal data, install ransomware, and impersonate trusted contacts .
If you’re a nonprofit operations director, a startup COO, or an SMB owner, you can’t afford to ignore email security. But you also don’t need to become a cybersecurity expert overnight. Here are nine practical steps you can take today to secure your communications.
1. Implement Strong Password Policies
Passwords are your first line of defense. Encourage your team to use strong, unique passwords for each account. A strong password typically includes a mix of upper- and lower-case letters, numbers, and special characters .
Consider using passphrases: combinations of words that are easy to remember but hard to guess. For example, “BlueSky!River2025” is more secure and memorable than “password123.”
2. Enable Multi-Factor Authentication (MFA)
Even strong passwords can be compromised. MFA adds an extra layer of security by requiring a second form of verification, such as a code sent to a mobile device. This makes it significantly harder for attackers to gain access to accounts .
Implement MFA across all critical systems, including email, cloud services, and internal applications.
3. Educate Your Team on Phishing Attacks
Phishing remains one of the most common and effective cyberattack methods. Training employees to recognize and report phishing attempts is crucial .
Regularly update your team on the latest phishing tactics and encourage a culture where it’s safe to question suspicious emails.
How does your organization deal with email?
4. Use Email Encryption
Encrypting emails ensures that only the intended recipient can read the message. Email encryption converts the content into unreadable text, which can only be decrypted with the appropriate key .
Many email providers offer built-in encryption options. For example, Outlook and Gmail provide settings to encrypt messages.
5. Implement Email Authentication Protocols
Protocols like SPF, DKIM, and DMARC help verify that emails are coming from legitimate sources. These protocols prevent email spoofing and ensure that messages haven’t been tampered with .
Work with your IT team to set up these protocols for your domain.
6. Avoid Public Wi-Fi for Email Access
Public Wi-Fi networks are often unsecured, making it easy for attackers to intercept data. If employees must access email on public Wi-Fi, ensure they use a secure VPN connection .
Encourage the use of mobile hotspots or other secure networks whenever possible.
Email security matters
7. Regularly Update Software and Systems
Outdated software can have vulnerabilities that attackers exploit. Ensure that all systems, including email clients and antivirus programs, are regularly updated.
Set up automatic updates where possible to reduce the risk of human error.
8. Use Advanced Email Security Tools
Invest in tools that provide additional layers of security, such as spam filters, malware detection, and email gateways. These tools can help detect and block malicious emails before they reach your inbox .
Evaluate and choose tools that fit your organization’s specific needs and budget.
9. Establish Clear Reporting Processes
Encourage employees to report suspicious emails or activities immediately. Having a clear process in place ensures that potential threats are addressed promptly and reduces the risk of a security breach .
Regularly review and update these processes to adapt to evolving threats.
About 24hourtek
24HourTek, Inc is a forward-thinking managed service provider that offers ongoing IT support and strategic guidance to businesses. We meet with our clients at least once a month to review strategy, security posture, and provide guidance on future-proofing your IT.
We’re the team you call when you want your systems to just work—quietly, securely, and with care.
Whether you’re scaling up, protecting a distributed team, or just want a gut-check on what you’ve built—we’re here. We’ll help you think it through, without the scare tactics or tech-speak.