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Email security protects your messages, accounts and data from unauthorized access, phishing attacks and other threats. Whether you're using a business email address to run a business or managing personal correspondence, understanding email security helps protect sensitive information from cybercriminals.
Email includes everything from spam filters and encryption to authentication protocols that verify sender identity. This guide walks you through what email security is, why it matters and how to implement it effectively.
Learn more: what is a business email?
TL;DR: what is email security?
Short on time? Here's what you'll find in this article:
Topic | Key points |
Definition | Email security is a collection of practices and technologies that protect email accounts and communications from threats like phishing, malware and unauthorized access. |
Benefits | Prevents data breaches, protects brand reputation, ensures regulatory compliance and maintains customer trust. |
Common challenges | Phishing attacks, spam overload, account compromise and balancing security with usability. |
Examples | Spam filters, two-factor authentication, email encryption, SPF/DKIM/DMARC protocols. |
Getting started | Enable built-in protections, use strong passwords, implement authentication protocols and educate your team. |
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What is email security?
Email security refers to the methods used to protect email accounts and communications from threats. These threats include phishing scams, malware attachments, spam and unauthorized account access.
A comprehensive email security strategy combines multiple layers of protection. Spam filters catch unwanted messages before they reach your inbox. Encryption scrambles message content so only intended recipients can read it. Authentication protocols verify that emails actually come from who they claim to be from.
For businesses, email security also means protecting customer data, financial information and proprietary content that travels through email channels. A single compromised email account can expose an entire organization to data breaches, financial loss and reputational damage.
Modern email security solutions use machine learning to identify suspicious patterns and adapt to new threats. They analyze sender behavior, message content and attachments to flag potential risks before they cause harm.
You may also be interested in how to set up a business email.
Benefits of email security
Protects sensitive data
Strong email security prevents unauthorized access to confidential information. Business communications often contain customer details, financial records and strategic plans that competitors or criminals would love to access.
Maintains customer trust
When customers share personal information via email, they trust you to keep it safe. A data breach can destroy that trust instantly. Robust email security demonstrates your commitment to protecting customer privacy.
Ensures regulatory compliance
Many industries require specific email security measures. Healthcare providers must comply with HIPAA. Financial institutions follow strict data protection regulations. Failing to meet these standards results in hefty fines and legal consequences.
Prevents financial loss
Phishing emails often trick employees into transferring money or sharing login credentials. According to the FBI's Internet Crime Complaint Center, business email compromise scams resulted in $2.77 billion in losses in 2024. Email security measures block these attempts before they succeed.
Reduces spam and improves productivity
Spam filters remove unwanted messages, allowing your team to focus on legitimate communications. The average office worker receives 121 emails per day, so eliminating spam means more time for work that actually matters.
Learn more: how to get a business email for free.
Common challenges of email security
Sophisticated phishing attacks
Cybercriminals constantly refine their tactics. Modern phishing emails often look identical to legitimate messages, making them difficult to spot. They may spoof trusted brands, use urgent language or create fake login pages that capture credentials.
The solution? Train your team to recognize warning signs like unusual sender addresses, unexpected attachments and requests for sensitive information. Combine education with technical controls like email authentication and link scanning.
Balancing security with usability
Strict security measures can frustrate users. Multi-factor authentication adds extra steps. Aggressive spam filters may block legitimate messages. Finding the right balance requires testing and adjustment.
Start with baseline protections and gradually increase security based on your risk level. Give users clear instructions for security processes and create simple ways to report suspicious emails.
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Managing multiple email accounts
Many people juggle personal and business email accounts, each with different security settings. This fragmentation creates gaps where threats can slip through.
Centralize email management when possible. Use a password manager to maintain strong, unique passwords for each account. Apply consistent security standards across all platforms.
Keeping up with evolving threats
New attack methods emerge constantly. Yesterday's security solution may not protect against tomorrow's threats. Security software requires regular updates to stay effective.
Choose email providers that actively monitor threat landscapes and automatically update their protections. Stay informed about current scams targeting your industry.
Learn more: how to set up a business email.
Examples of email security
Spam filters
Spam filters analyze incoming messages and block those that match known spam patterns. They examine sender reputation, message content and embedded links. Advanced filters use machine learning to adapt to new spam tactics.
Two-factor authentication (2FA)
Two-factor authentication requires two forms of verification before granting account access. You enter your password, then confirm your identity using a code sent to your phone or generated by an authenticator app. Even if someone steals your password, they can't access your account without the second factor.
Email encryption
Encryption converts email content into unreadable code. Only the intended recipient, who has the decryption key, can read the message. This protects sensitive information from interception during transmission.
SPF, DKIM and DMARC protocols
These authentication protocols verify that emails actually come from the domains they claim to represent:
SPF (Sender Policy Framework) lists which mail servers can send email on behalf of your domain.
DKIM (DomainKeys Identified Mail) adds a digital signature to verify message authenticity.
DMARC (Domain-based Message Authentication, Reporting and Conformance) tells receiving servers what to do with emails that fail authentication checks.
Together, these protocols prevent email spoofing and protect your domain from being used in phishing attacks.
Secure email gateways
Secure email gateways sit between your email server and the internet, scanning all incoming and outgoing messages. They block malware, filter spam and enforce security policies before messages reach user inboxes.
Read more: does Wix provide email hosting?
Email security with Wix
Wix, a website builder that helps businesses create professional sites, offers several built-in email security features:
01. Business email protection
When you purchase a personalized business email through Google Workspace on Wix, you get enterprise-grade spam and phishing protection automatically. Google's AI-powered filters block more than 99.9% of spam, phishing and malware before it reaches your inbox.
Learn more: how does email work on Wix?
02. Automatic HTTPS encryption
All Wix sites have HTTPS enabled by default. This encrypts data transmitted between your site and visitors, including any information submitted through contact forms or email subscription forms.
03. Email authentication support
Wix supports SPF, DKIM and DMARC protocols for domains managed through the platform. These authentication methods verify that emails sent from your domain are legitimate, protecting both you and your recipients from phishing attempts.
04. Two-step verification
Wix strongly recommends enabling two-step verification on your account. This adds an extra security layer, requiring both your password and a verification code to access your account.
05. Form and communication security
For additional protection, you can enable CAPTCHA on your site forms to prevent automated bot submissions. You can also apply moderation settings for site communications, reviewing messages before they reach your inbox.
These combined measures ensure your email and website data remain protected from common threats.
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Strengthening your email defenses
Email security isn’t something you set up once and forget. It requires consistent monitoring, strong password hygiene, two-factor authentication and regular software updates. From there, you can layer on additional protections depending on your business size, risk level and the type of data you handle.
Technology plays a major role, but it’s only part of the solution. Even the most advanced spam filters can’t prevent issues if someone unknowingly shares login credentials in a phishing scam. That’s why combining secure systems with employee awareness and ongoing education is essential.
For businesses building their online presence with Wix, strengthening email defenses is more streamlined. Wix offers custom business email addresses, giving you a business email to match your domain for a more professional and secure brand presence. Wix also offers business email addresses with Google Workspace integration, combining branded communication with enterprise-grade security features like advanced spam filtering and built-in threat protection.
Pairing the right tools with smart security habits will create multiple layers of defense without needing deep technical expertise. Staying proactive, reviewing your settings regularly and treating your inbox as a critical business asset are email security best practices.
Learn more: how to create an email with your domain.
What is email security FAQ
How do I know if an email is safe to open?
Check the sender's email address carefully, as phishing emails often use addresses that look similar to legitimate ones but contain small differences. Be suspicious of urgent requests, especially those asking for passwords or financial information. Hover over links before clicking to see where they actually lead.
When in doubt, contact the supposed sender through a different channel to verify the message is real.
What's the difference between spam and phishing?
Spam refers to unsolicited bulk email, typically advertising products or services. While annoying, spam is usually not actively harmful.
Phishing emails, on the other hand, are specifically designed to trick you into revealing sensitive information or downloading malware. Phishing attacks target specific individuals or organizations and often impersonate trusted entities.
Should I use my work email for personal accounts?
No. Keep work and personal email separate. Using work email for personal accounts creates security risks: if your employer's system is compromised, your personal accounts may be exposed.
Additionally, employers typically have the right to monitor work email, meaning your personal communications aren't private. Many companies also prohibit using work email for personal purposes.
Can deleted emails be recovered by hackers?
Emails deleted from your inbox typically move to a trash or deleted items folder, where they remain for a set period before permanent deletion. During this time, they're vulnerable if your account is compromised. Even after permanent deletion, emails may exist on backup servers.
To truly protect sensitive information, use encrypted email services and consider whether certain information should be sent via email at all.
What should I do if I clicked on a phishing link?
Act quickly. Disconnect from the internet to prevent malware from spreading. Change your passwords immediately, starting with your email account and any financial accounts.
Run a full antivirus scan on your device. Monitor your bank accounts and credit reports for suspicious activity. Report the incident to your IT department if it involved a work account. Consider enabling fraud alerts with credit bureaus if you shared financial information.
