Best Practices for Managed Email Security

Email remains one of the most critical communication tools for businesses, but it also poses significant security risks. Managed email security helps mitigate these risks by providing comprehensive protection against various email-based threats. To maximize the effectiveness of managed email security, businesses should follow these best practices.

Implement Advanced Threat Protection

Proactive Threat Detection

Advanced Threat Protection (ATP) is essential for identifying and mitigating sophisticated email threats such as phishing, ransomware, and malware. ATP systems use machine learning and artificial intelligence to analyze email content, attachments, and links in real-time. By proactively detecting threats, ATP ensures that malicious emails are blocked before they reach users.

Regular Updates

Ensure that your managed email security provider continuously updates their threat detection algorithms and databases. This keeps the system equipped to handle new and emerging threats, providing ongoing protection against the latest cyber risks.

Enforce Strong Spam and Phishing Filters

Configurable Filters

Configure spam and phishing filters to match your organizationโ€™s specific needs. This involves setting thresholds for spam detection, defining rules for identifying phishing attempts, and regularly reviewing filter performance to adjust as needed.

Sender Authentication

Implement sender authentication protocols such as SPF (Sender Policy Framework), DKIM (DomainKeys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting & Conformance). These protocols help verify the legitimacy of email senders and prevent spoofing, a common tactic used in phishing attacks.

Utilize Data Loss Prevention (DLP)

DLP Policies

Develop and enforce DLP policies to monitor and control the flow of sensitive information. DLP tools can detect and block emails containing confidential data such as financial information, personal identifiers, and proprietary business information.

Incident Response

Establish a clear incident response plan for dealing with potential data leaks detected by DLP tools. This plan should include steps for investigating the incident, notifying affected parties, and mitigating any damage caused by the data breach.

Ensure Comprehensive Email Encryption

Encryption Protocols

Implement robust email encryption protocols to protect the confidentiality and integrity of email communications. Encryption should be applied to both the content and attachments of emails to prevent unauthorized access during transmission.

End-to-End Encryption

Consider using end-to-end encryption for particularly sensitive communications. This ensures that only the intended recipient can decrypt and read the email, providing an additional layer of security.

Monitor and Analyze Email Traffic

Real-Time Monitoring

Utilize real-time monitoring tools to track email traffic and detect any unusual or suspicious activity. Continuous monitoring helps identify potential threats quickly, allowing for prompt action to mitigate risks.

Regular Audits

Conduct regular audits of email security policies and practices. This includes reviewing email logs, analyzing threat reports, and assessing the effectiveness of existing security measures. Regular audits help identify areas for improvement and ensure that security practices remain robust.

Train and Educate Employees

Security Awareness Training

Provide ongoing security awareness training for employees. Training should cover topics such as recognizing phishing emails, safe email practices, and the importance of following security policies. Educated employees are a critical line of defense against email-based threats.

Phishing Simulations

Conduct regular phishing simulations to test employeesโ€™ ability to recognize and respond to phishing attempts. These simulations provide valuable insights into employee behavior and help identify areas where additional training may be needed.

Ensure Compliance with Regulations

Regulatory Requirements

Ensure that your managed email security solution helps you comply with relevant data protection regulations such as GDPR, HIPAA, and PCI DSS. Compliance features should include email encryption, DLP, and detailed audit trails to support regulatory adherence.

Documentation and Reporting

Maintain thorough documentation and reporting to demonstrate compliance with regulatory requirements. This includes keeping records of security measures, incident responses, and employee training activities. Proper documentation helps during audits and ensures accountability.

Leverage Expert Support and Incident Response

24/7 Support

Choose a managed email security provider that offers 24/7 support and expert assistance. Immediate access to security professionals ensures that any issues are addressed promptly, minimizing the impact of potential threats.

Incident Response Plan

Develop and regularly update an incident response plan for email security incidents. This plan should outline the steps to take in case of a breach, including communication protocols, containment measures, and recovery procedures. A well-prepared incident response plan helps mitigate damage and ensure a swift recovery.

Foster a Culture of Security

Leadership Involvement

Ensure that organizational leadership is actively involved in promoting email security. Leadership should set the tone for security practices, support training initiatives, and allocate resources for ongoing security improvements.

Continuous Improvement

Adopt a mindset of continuous improvement for email security practices. Regularly review and update security measures based on the latest threat intelligence, technological advancements, and feedback from security audits.


Adopting these best practices for managed email security helps protect your business from email-based threats, ensures regulatory compliance, and fosters a culture of security awareness. By implementing advanced threat protection, enforcing strong spam and phishing filters, utilizing DLP and encryption, monitoring email traffic, training employees, ensuring compliance, leveraging expert support, and fostering a culture of security, businesses can safeguard their email communications effectively.

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