Essential Email Security for SMEs

Email is probably the most used communication medium in business. It's how we connect, collaborate, and get things done every day. But, as essential as email is, it also carries some real risks. One sneaky email can really throw a spanner in the works. We talk about this a lot and it’s because the threat from Cybercrime grows everyday, and the potential impact on your business and for your clients can be incredibly serious.

Why Email Security is Non-Negotiable for Your Business

Many businesses mistakenly believe that traditional antivirus software is enough to protect them. However, cybercriminals move at a rapid pace, constantly evolving their tactics. Today's attackers don't just target systems; they exploit human trust through sophisticated social engineering alongside technical precision. This means even digitally literate, well-resourced teams can fall victim if caught off guard. The goal of an attacker is to make a malicious link or request not look suspicious at all.

Key Insights: How to Recognise a Scam Email

Scammers craft convincing narratives to trick you into clicking links or opening attachments. Here are critical red flags and common tactics to watch for:

• Sense of Urgency & Consequences: Emails often create a manufactured sense of urgency with phrases like "Final Notice", "Immediate Action Required", or warnings of "account limitations" or "service interruption" if you don't act quickly.
• Impersonation: Attackers frequently impersonate trusted entities like financial institutions (e.g., CommSec), regulatory bodies (e.g., ICANN Registrar), your own accounts payable staff, or even your I.T. department. They might also pretend to be known contacts sharing files via services like SharePoint or Dropbox.
• Generic or Mismatched Sender Details: Be wary if an email isn't addressed to you personally, uses a generic greeting, or lacks a name in the sign-off. Crucially, always check the sender's email address. Scammers often use lookalike domains, generic addresses (e.g., info@), or random strings of letters in the domain (e.g., onlinebank@uifgih.com) that don't match the legitimate company.
• Suspicious Links: A single link in an email, especially an unexpected one, should raise a red flag. Hover over links (without clicking!) to check the destination URL – if it doesn't match the genuine company's domain or looks suspicious, do not click. Scammers may use convincing, Microsoft-branded or webmail-styled login pages hosted on unrelated or look-alike domains.
• Poor Grammar or Details: Watch for grammatical errors, typos, or a lack of crucial identifying details that a legitimate sender would include.
• Deceptive Redirects and Error Handling: Some sophisticated scams redirect you to a legitimate help page after harvesting your credentials to avoid suspicion. Others may even display a fake "Invalid login" error on the first attempt, to trick you into re-entering your details without suspicion.

Specialist Email Security

At Loyal I.T. Solutions we use and recommend MailGuard for our email security. MailGuard uses proprietary threat detection engines to predict, learn, and anticipate new threats as they emerge, providing immediate protection against 'zero zero-day' email threats hours ahead of the market. It seamlessly integrates with platforms like Microsoft 365 and Google Workspace, acting as an essential added layer of protection.

Don't Wait Until It's Too Late

If you have any questions or concerns about your business's email security, or if you suspect you've clicked a malicious link, please get in touch with Loyal I.T. Solutions immediately. Our friendly and professional technicians are here to help you stay protected and get back to work quickly.

Call us today on 02 4337 0700 or email reception@loyalit.com.au.