Here is a simple FAQ that explains email security to you in a clear, non-technical way. Please scroll down to read in detail
Here’s a simple FAQ that explains email security to you in a clear, non-technical way.
1. What are the fundamentals of email security?
Email security is about protecting your inbox from unwanted or dangerous messages, like spam, phishing, or malware. Think of it as locking the doors to your office and having a security guard screen visitors—emails need to be verified and filtered before they reach you. There are elements of security to outgoing emails as well that cannot be overlooked as email delivery is a critical part of any business operation.
2. I have Microsoft 365, do I need to purchase an additional spam filter?
Microsoft 365 includes various degrees of email security and spam protection depending on the license type, which is suitable for many businesses. However, additional filters can provide stronger protection against phishing, advanced malware, and targeted attacks. It’s like having an extra layer of security on top of your main door.
3. What is the biggest risk with emails?
The biggest risk is human error—clicking on malicious links, opening infected attachments, or giving away sensitive information. Attackers often trick people rather than breaking systems, so vigilance and security measures go hand-in-hand.
4. We send out bulk emails as a part of marketing email campaigns, is there a risk of my emails being sent to spam/junk folder?
Yes, marketing emails can sometimes end up in spam. This can happen if your emails look suspicious, your sending reputation is low, or your recipients’ mail systems flag them. Using proper authentication (SPF, DKIM, DMARC) and following best practices reduces this risk.
5. What is an SPF record?
SPF (Sender Policy Framework) is a DNS setting that tells other email servers which addresses are allowed to send email on behalf of your domain. It helps prevent spammers from pretending to send emails from your domain.
6. What is a DKIM record?
DKIM (DomainKeys Identified Mail) adds a digital signature to your emails to prove they are really from you. In essence DKIM is a way to tell the recipient system that the body of the email message hasn't been tampered with. Each sending source needs its own DKIM keys, and rotating keys/certificates periodically keeps security strong. Think of it as sealing a letter with a special stamp only you can create.
7. What is a DMARC setting?
DMARC (Domain-based Message Authentication, Reporting & Conformance) tells email servers how to handle messages that fail SPF or DKIM checks. It also lets you receive reports showing if anyone is trying to impersonate your domain. It’s like giving instructions to the mailroom on which suspicious letters to block or report.
8. I have SPF, DKIM, DMARC set up—do I need a spam filter?
Yes. SPF, DKIM, and DMARC help prevent spoofing, but they don’t catch all spam, phishing, or malware. A spam filter adds another layer of protection, like a security guard checking both ID and behavior.
9. Do I need to monitor my email deliverability reports from DMARC?
Yes. DMARC reports show if emails are being blocked or if someone is trying to impersonate your domain. Regular monitoring helps you fix issues quickly and maintain trust in your brand.
10. How is email security tied into my XDR/SIEM solution?
Email security alerts can feed into XDR (Extended Detection & Response) or SIEM (Security Information and Event Management) systems. This helps your IT team detect, investigate, and respond to threats faster across all devices and networks. It’s like connecting your mailbox security to your central security control room.
11. After implementing email security solutions, do I still need security awareness training?
Yes. Security tools reduce risk, but human error is still the most common cause of breaches. Training staff to recognize phishing, suspicious links, and unsafe attachments ensures your “first line of defense”—your people—are prepared.
12. I work with client data that is sensitive and requires encryption. Can I encrypt emails using Microsoft 365?
Yes. Microsoft 365 lets you easily encrypt emails so that only the intended recipients can read them, keeping sensitive client data secure.
13. How do I classify my emails depending on the security sensitivity of the data? When is the classification helpful?
You can label emails as Secret, Protected, Sensitive, or Public based on how sensitive the information is or as per your organisations data classification policy. Classification helps ensure the right level of protection, guides who can access the email, and prevents accidental sharing of sensitive client or business data. It’s especially useful for compliance, legal requirements, and protecting your organization from data leaks.
14.One of our users clicked on a malicious link. What should we do next?
Immediately isolate the affected device, alert your IT/security team, check accounts for unusual activity, and scan for malware. Acting fast helps contain risks and protect sensitive business and client data.
15.Emails are critical for my business. How can I ensure continuity if Microsoft 365 is down?
There are tools and solutions that let your business continue sending and receiving emails even during an outage. These systems provide email continuity and backup, storing copies of your emails securely so you can access them and recover any lost messages. Using such solutions ensures your team stays productive and your business operations remain uninterrupted, even if your primary email service goes offline.
16.Is email security just a recommendation, or is it a requirement?
In frameworks like ISO 27001, NIST, and Australia's own Essential Eight, securing your email isn't an 'add-on'-it's a foundational requirement. Whether it's enforcing MFA or hardening your email client against malware, these global standards treat email as your most critical line of defense.
We hope this FAQ helps you understand email security better as a business leader and decision-maker. If you need any assistance or have questions about email security, please reach out to [email protected]. Our team is here to help.
