Modern day business communication is as virtual as it gets. According to Radicati Group, almost 205 billion emails are sent each day. While one can comprehend that the share of business emails might be on the lesser side, the sheer volume is still huge.
With such massive scale of operations, come security risks, creeping from the tiny gaps and loopholes left in your company’s email infrastructure.
In fact, email is one of the biggest sources of rifts in organizational security. Imagine an employee with access to your business email support and isn’t happy with the appraisal. He will get little brave and starts sending out spam to your clients.
Can be scary, right!
Email networks can succumb to sneaking malware and enable leaks of private or sensitive information that may destroy company reputations and provide hindrance in your operations.
However, using G Suite framework can provide you with additional security structures that can make your email robust and impenetrable of hacks. Certain features provided and managed by Google are unavailable with other email management frameworks. Let’s look into further details to see how.
Why G Suite is more Secure
G Suite is used by over 5 million businesses now and Google has taken the concern of security seriously.
You can check an exclusive webinar on Security & Reliability by G Suite for Work.
#1 Whitelists & Blacklists: Select what emails you receive and what your team can send
You can find this feature quickly. Follow these steps:
- G Suite Admin Console
- Apps > Gmail > Advanced Settings
You have the Whitelists option where you can clearly mention domains and individual IP addresses from where you can receive emails. For instance, you can add your top clients to the list so that their mailers are always in your inbox.
The Blacklists option is like the antiparallel supplement of Whitelists. It allows you specify the rules and exact guidelines that prevent certain kinds of inbound mail from reaching users in the organization.
You can specify domains, IP addresses and even entire ranges of domains that you think are malicious and don’t want to receive emails from. This comes in very handy as even hidden attacks are filtered due to manual mention of IP addresses.
#2 Become an Advanced Settings Pro
There is a lot more you can do with Gmail advanced settings to protect your email framework and not just manual filters. These settings allow you to have extensive control over what mail users can send and receive.
You can add footers to your email and ban the use of objectionable words and content. Rules can be set where there are restrictions on attachments and on domains and addresses to which your users can send emails.
The effects need not be universal across your organization. You can divide up the units and place more restrictions on the content team and fewer ones on the sales team for instance.
You can learn more here.
#3 Use two-factor authentication
Two-factor authentication systems are quite popular in bank transactions when you get an OTP after you enter your transaction key. Similar mobile registrations allow G Suite to provide two key verification for your business framework. It is mandatory that you should have this enabled.
The admin can mandate the two factory authentication for all the users for better security. On How to do this check this tutorial.
#4 Added Protection for classified and confidential stuff
POP and IMAP clients that receive your emails can be given passwords for checking the mail. This makes hacking into emails harder.
#5 Prevent Email Spoofing: Only for advanced webmasters
Email frameworks are made secure by multi-step verification’s. DKIM authentication provides a digital signature to the outgoing mail. This informs the receiving the mail servers that the sender is verified.
This lowers your chances of being marked as spam by leaps and bounds. This procedure can be implemented quickly by generating a DKIM key. Follow these steps:
- Go to> G Suite > Gmail > Authenticate Email
- Add the key to a new TXT entry in your Domain’s DNS Records
If you find this too technical, then tutorial videos by Google Support will help.
SPF records are packets of data that pass on the information to other servers that they can allow mail from your domain irrespective of any server location.
Similarly, DMARC informs other servers to reject emails coming from your domain that is unauthenticated. This makes sure that hackers and spammers cannot engage in email spoofing with your domains as all they emails they send will automatically be unauthentic and rejected instantly.
#6 Email Encryptions: Stop secret email surveillance
Email Encryption allows you to safeguard your emails from being surveyed and captured by such forces. Sadly, Gmail personally doesn’t provide any such encryption services.
However, you can use third-party Chrome extensions that provide you with encryption services. Some of the top plugins are mentioned below:
Here, the sender and the receiver set a common password that can be used to decrypt the message. However, it is not that great a solution for widespread use.
This plugin uses Open PGP to encrypt your communication and works excellently on Firefox and Chrome. A private key and password are needed to encrypt and decrypt messages.
#7 Remove email users after they are no longer in use
You must immediately change passwords for users and employees that are leaving the organization. The best practice is to delete the accounts permanently. This way you prevent any leakage of private information through ex-employees.
Conclusion
Apart from encryption, G Suite leaves no major stone unturned when it comes to providing added security options for your company mail. Using advanced settings and its available options can make your email framework a lot more secure and protected from spam and phishing activities.
Note: You should take a look at the tips for Why Switch to G Suite from Traditional Email Service.
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