How to Make Sure Your E-Mail Is Secure From Malware

E-mail is not only one of the most popular and effective online tools, it can also be one of the most dangerous. Much of the malicious software found on computers is installed unintentionally by users when opening suspicious e-mail messages. This malicious software includes viruses, worms, and Trojans and is known as "malware". Cybercriminals use e-mail to distribute malware to conduct some of the most common Internet scams and cons.

Fortunately, it's also relatively easy to protect yourself against most of these dangers, provided you put in place a consistent, constant e-mail security plan.

The plan has two parts: e-mail security policy (that's you and your employees) and e-mail security software (featured in good anti-virus programs).

We'll look at each element and what it entails.

E-Mail Security Policy

Most e-mail security problems are the result of our own errors; viruses attached to e-mails, for example, usually don't take effect unless they are actively clicked on by a user. With that as our starting point, let's look at the basic elements of an e-mail security policy that should be followed by every employee using e-mail:

• Never read unsolicited e-mail or e-mail from an unknown sender: the act of opening (reading) such e-mail can expose your computer and network to outside threats
• Never click on attachments from unknown senders: viruses and other malicious software lurk in attachments that often promise to be a picture or game
• Never respond to financial or other offers, no matter how legitimate they appear to be: legitimate companies do not request confidential information such as credit card or Social Security numbers by e-mail; any sweepstakes or other offer that looks too good to be true should be ignored
• Never share your e-mail account password: as with any password, this information must be kept absolutely confidential
• Never forward an unsolicited e-mail: you shouldn't be reading it, much less forwarding it
• Never use business e-mail accounts for personal mail: by restricting business accounts to business use, you take a large step toward reducing the risk of e-mail security problems.

E-Mail Security Software

Anti-virus software includes e-mail scanning tools that guard against the most common e-mail viruses, worms and Trojans. To be most effective, certain practices should be followed:

• Enable both incoming and outgoing e-mail virus scans: should a virus enter your system from another avenue - an employee using an infected disk, for example, the outgoing mail-scan insures that the virus isn't transmitted
• Update anti-virus software often: if the software isn't updated, your e-mail is vulnerable to the newest attacks; update weekly if not more often
• Make sure all anti-virus accounts and licenses are up-to-date and renewed: bear in mind that software license renewals are required for each employee computer or notebook

The Bottom Line: Make e-mail security policy a regularly reviewed element of your company's overall business practices. The only sure defense against e-mail threats is a consistent and constant defense.