How To Protect Your Business from Email Phishing Attacks

10
Min
Created On:
July 1, 2024
Updated On:
July 1, 2024
Email Phishing Attacks

Email phishing attacks are why you should think twice before clicking on unexpected links, even if the sender seems familiar. Yes, it’s speculated that these attacks are decreasing. But we still witness around 300.000 phishing attacks monthly, which is far from reassuring. 

So, how come many businesses fail to prevent them? 

Is it due to a lack of awareness? 

Could be, but the reason why so many email phishing attacks tend to go unnoticed is because attackers are always finding new ways to get through. They’re suckers for all things financial.

Stop them? You can’t. What you can do is learn how to protect your business against phishing. 

How email phishing attacks can affect your business

A single email can cause much more damage than you think. Besides potential financial losses, businesses that fall victim to email phishing attacks often deal with: 

  • Decrease in productivity: If your business is under attack, your and your employees’ main priority will be to address this issue. This might take time away from regular tasks. 
  • Damaged reputation: Would you eat in a restaurant where people have reported getting food poisoning? You probably won’t. That’s how customers feel about businesses that have experienced phishing attacks. They no longer trust them with their information. 
  • Legal issues: Failing to protect your customers’ sensitive information translates to not adhering to fraud detection regulations. This can further increase your costs. 

For large and already established businesses, such as Google and Facebook, a $100 million loss is merely a pinprick. But for start-ups or small businesses, it could be a devastating blow. 

Ways to protect your business

With this much at stake, you can’t afford to leave things to chance. Here are a few ways in which you can protect yourself, your customers, and your business from email phishing attacks:

Enhance email security framework

Your email infrastructure is your biggest defense. Mess it up, and you’ll be leaving your business at the attackers’ mercy. Do it right, and you’ll be able to potentially protect your business. 

It all starts with DNS (Domain Name System) whose main role is to turn domain names into IP addresses, but in terms of email phishing, it helps host the records that verify email senders:

  • SPF (Sender Policy Framework): It points out the email servers that are allowed to send emails from your domain, helping you find out whether a business email comes from an authorized server. It practically identifies the sender’s identity. 
  • DKIM (DomainKeys Identified Mail): A DKIM record helps you determine if the email actually came from the claimed sender or if it was perhaps messed with in transit. 
  • DMARC (Domain-based Message Authentication, Reporting, and Conformance): DMARC, on the other hand, is responsible for showing you the way - what you need to do in case SPF and DKIM prove to be unsuccessful. It suggests stricter measures. 

These records are for all businesses to implement, as they don’t come with direct costs nor do they require you to have previous experience. They’re mostly recommended for businesses that heavily rely on email communication, but let’s be real, who doesn’t use email nowadays? 

Multi-factor authentication (MFA)

Even if attackers manage to somehow acquire passwords, you can still manage to turn the situation around by implementing multi-factor authentication. This requires the account owner to verify their identity through different factors besides having typed in the password. 

You can verify your identity by:

  • Answering a secret question that only you know the answer to;
  • Scanning your fingerprint or facial features;
  • Confirming your identity through a physical device or token;
  • Receiving an additional log-in code via SMS. 

If attackers want to give you a hard time, why not return the favor? By implementing MFA, attackers will have to overcome many hurdles in order to hurt your business, and trust me, this isn’t a simple matter. Chances are, they’ll give up and move on to an easier target. 

Implement fraud detection software

You don’t even have to make that big of an effort to safeguard your business against email phishing. For example, your predecessors would have done everything manually - from filtering emails and verifying IP addresses to continuously monitoring their financial accounts. 

This doesn’t have to be the case for you. 

Considering that email phishing attacks are often used to gain access to user accounts, you can implement account takeover fraud detection software that will monitor login activities and alert you in case of any irregularities. These irregularities include users logging into their accounts from unusual locations, during odd hours, or failing to log in after trying a couple of times. 

You’d be surprised to hear that many account takeovers go unnoticed until irreversible damage has been done. This is why it’s a good idea to implement software that will detect potential account takeovers so that you can react timely and fix the issue while it’s still fixable. 

But apart from fraud detection, you can implement other types of software, such as:

  • Email filtering software: This one helps you save valuable time by scanning your incoming emails for you. It blocks suspicious emails and sends them directly to your spam folder while placing the most important ones on top. 
  • Anti-malware software: An anti-malware software is your second pair of eyes. It detects whether you’ve unintentionally downloaded malware through phishing emails. Such an example is Bitdefender Antivirus, whose free version is also rich in features. 
  • Encryption software: One rule about dealing with sensitive information is that it must be encrypted. Software like BitLocker will do this by encrypting your email attachments. 
  • Browser security extensions: Many software, such as Avast Online Security and Ghostery, come with browser security extensions you can use to block fake websites designed to steal your information.

You see, once you’re informed about how big of a negative impact email phishing can have on your business, you just have to find the right tools to help you protect it. There are thousands of tools to choose from, so finding the right one for your needs is the least of your worries. 

Don’t forget to secure mobile devices as well

All businesses nowadays rely on mobile devices for many of their tasks, which is why you shouldn’t forget about securing them as well. First of all, you must make sure to enable robust security features for all mobile devices you use for business purposes.

Find fraud detection software, as well as email filtering, anti-malware, or encryption software that are also applicable to mobile devices, and make sure to update them regularly. Don’t forget to inform your employees about all new software and changes to these mobile devices. 

One more thing that many overlook is Wi-Fi. You should be extra careful with Wi-Fi connections when using a business phone and not just connect to the first one you find. It’s generally recommended to avoid public or unsecured networks when accessing sensitive information, even if it’s through email, as they can be susceptible to interception by fraudsters. 

Educate employees on email phishing attacks

Considering that malicious emails are hard to detect, you must train your employees to recognize potential signs and what to do in worst-case scenarios where attackers have accessed sensitive information. Explain what the consequences of email phishing are. Help your employees understand why it’s so important to be prepared. Make these training matter.

Here’s what you can discuss:

  • Show them how important it is to not click on a link right away;
  • Go over the most common types of email phishing (spear, whaling, clone phishing);
  • Encourage them to use strong passwords and multi-factor authentication;
  • Teach them why keeping anti-malware software up-to-date is important;
  • Train them on differentiating a spam email from a legit one;
  • Keep them up-to-date with current email phishing trends. 

Having employees who understand email phishing can help you a great deal in your fight against it. After all, someone must actively monitor software and add a human touch. 

Securing your business against email phishing attacks

Businesses are often getting so comfortable that they forget to protect their business against what matters the most - fraud. And who can blame them? Digital advancements have brought so many threats that can be challenging to keep up with. They require serious vigilance. 

However, digital advancements have also brought many tools that can help you fight against all types of phishing, including email. You no longer have to remain vigilant 24/7, as relevant software can do this for you. All you have to do is stay informed.

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

  • dfbvrsg
  • svsv

Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Makedonka Micajkova

Makedonka Micajkova is a freelance content writer and translator, always bringing creativity and originality to the table. Being multilingual with professional proficiency in English, German, and Spanish, it’s needless to say that languages are her biggest passion in life. She is also a skilled communicator, as a result of having three years of experience as a sales representative. You can find her on Linkedin.

linkdin-icon

Edited by:

powerful-icon-3

People will also read

Frequently asked questions

General Questions

What is Smartlead's cold email outreach software?

Email automation FAQs- Smartlead

Smartlead's cold email outreach tool helps businesses scale their outreach efforts seamlessly. With unlimited mailboxes, fully automated email warmup functionality, a multi-channel infrastructure, and a user-friendly unibox, it empowers users to manage their entire revenue cycle in one place. Whether you're looking to streamline cold email campaigns with automated email warmups, personalization fields, automated mailbox rotation, easy integrations, and spintax, improve productivity, or enhance scalability with subsequences based on lead’s intentions, automated replies, and full white-label experience, our cold email tool implifies it in a single solution.

What is Smartlead, and how can it enhance my cold email campaigns?

Email automation FAQs- Smartlead

Smartlead is a robust cold emailing software designed to transform cold emails into reliable revenue streams. Trusted by over 31,000 businesses, Smartlead excels in email deliverability, lead generation, cold email automation, and sales outreach. A unified master inbox streamlines communication management, while built-in email verification reduces bounce rates.
Additionally, Smartlead offers essential tools such as CNAME, SPF Checker, DMARC Checker, Email Verifier, Blacklist Check Tool, and Email Bounce Rate Calculator for optimizing email performance. 

How does the "unlimited mailboxes" feature benefit me?

Email automation FAQs- Smartlead

Our "unlimited mailboxes" feature allows you to expand your email communications without restrictions imposed by a mailbox limit. This means you won't be constrained by artificial caps on the number of mailboxes you can connect and use. This feature makes Smartlead the best cold email software and empowers you to reach a wider audience, engage with more potential customers, and manage diverse email campaigns effectively.

How does Smartlead as a cold emailing tool can automate the cold email process?

Email automation FAQs- Smartlead

Smartlead’s robust cold email API and automation infrastructure streamline outbound communication by transforming the campaign creation and management processes. It seamlessly integrates data across software systems using APIs and webhooks, adjusts settings, and leverages AI for personalised content.

The cold emailing tool categorises lead intent, offers comprehensive email management with automated notifications, and integrates smoothly with CRMs like Zapier, Make, N8N, HubSpot, Salesforce, and Pipedrive. Smartlead supports scalable outreach by rapidly adding mailboxes and drip-feeding leads into active campaigns Sign Up Now!

What do you mean by "unibox to handle your entire revenue cycle"?

Email automation FAQs- Smartlead

The "unibox" is one of the unique features of Smartlead cold email outreach tool, and it's a game-changer when it comes to managing your revenue cycle. The master inbox or the unibox consolidates all your outreach channels, responses, sales follow-ups, and conversions into one centralized, user-friendly mailbox.

With the "unibox," you gain the ability to:
1. Focus on closing deals: You can now say goodbye to the hassle of logging into multiple mailboxes to search for replies. The "unibox" streamlines your sales communication, allowing you to focus on what matters most—closing deals.

2. Centralized lead management: All your leads are managed from one central location, simplifying lead tracking and response management. This ensures you take advantage of every opportunity and efficiently engage with your prospects.

3. Maintain context: The "unibox" provides a 360-degree view of all your customer messages, allowing you to maintain context and deliver more personalized and effective responses.

How does Smartlead ensure my emails don't land in the spam folder?

Email automation FAQs- Smartlead

Smartlead, the best cold email marketing tool, ensures your emails reach the intended recipients' primary inbox rather than the spam folder. 

Here's how it works:
1. Our "unlimited warmups" feature is designed to build and maintain a healthy sending reputation for your cold email outreach. Instead of sending a large volume of emails all at once, which can trigger spam filters, we gradually ramp up your sending volume. This gradual approach, combined with positive email interactions, helps boost your email deliverability rates.

2. We deploy high-deliverability IP servers specific to each campaign. 

3. The ‘Warmup’ feature replicates humanized email sending patterns, spintax, and smart replies.
 
4. By establishing a positive sender reputation and gradually increasing the number of sent emails, Smartlead minimizes the risk of your emails being flagged as spam. This way, you can be confident that your messages will consistently land in the primary inbox, increasing the likelihood of engagement and successful communication with your recipients.

Can Smartlead help improve my email deliverability rates?

Email automation FAQs- Smartlead

Yes, our cold emailing software is designed to significantly improve your email deliverability rates. It enhances email deliverability through AI-powered email warmups across providers, unique IP rotating for each campaign, and dynamic ESP matching.
Real-time AI learning refines strategies based on performance, optimizing deliverability without manual adjustments. Smartlead's advanced features and strategies are designed to improve email deliverability rates, making it a robust choice for enhancing cold email campaign success.

What features does Smartlead offer for cold email personalisation?

Email automation FAQs- Smartlead

Smartlead enhances cold email personalisation through advanced AI-driven capabilities and strategic integrations. Partnered with Clay, The cold remaining software facilitates efficient lead list building, enrichment from over 50 data providers, and real-time scraping for precise targeting. Hyper-personalised cold emails crafted in Clay seamlessly integrate with Smartlead campaigns.

Moreover, Smartlead employs humanised, natural email interactions and smart replies to boost engagement and response rates. Additionally, the SmartAI Bot creates persona-specific, high-converting sales copy. Also you can create persona-specific, high-converting sales copy using SmartAI Bot. You can train the AI bot to achieve 100% categorisation accuracy, optimising engagement and conversion rates.

Can I integrate Smartlead with other tools I'm using?

Email automation FAQs- Smartlead

Certainly, Smartlead cold email tool is designed for seamless integration with a wide range of tools and platforms. Smartlead offers integration with HubSpot, Salesforce, Pipedrive, Clay, Listkit, and more. You can leverage webhooks and APIs to integrate the tools you use. Try Now!

Email automation FAQs- Smartlead

Is Smartlead suitable for both small businesses and large enterprises?

Smartlead accommodates both small businesses and large enterprises with flexible pricing and comprehensive features. The Basic Plan at $39/month suits small businesses and solopreneurs, offering 2000 active leads and 6000 monthly emails, alongside essential tools like unlimited email warm-up and detailed analytics.

Marketers and growing businesses benefit from the Pro Plan ($94/month), with 30000 active leads and 150000 monthly emails, plus a custom CRM and active support. Lead generation agencies and large enterprises can opt for the Custom Plan ($174/month), providing up to 12 million active lead credits and 60 million emails, with advanced CRM integration and customisation options.

Email automation FAQs- Smartlead

What type of businesses sees the most success with Smartlead?

No, there are no limitations on the number of channels you can utilize with Smartlead. Our cold email tool offers a multi-channel infrastructure designed to be limitless, allowing you to reach potential customers through multiple avenues without constraints.

This flexibility empowers you to diversify your cold email outreach efforts, connect with your audience through various communication channels, and increase your chances of conversion. Whether email, social media, SMS, or other communication methods, Smartlead's multi-channel capabilities ensure you can choose the channels that best align with your outreach strategy and business goals. This way, you can engage with your prospects effectively and maximize the impact of your email outreach.

Email automation FAQs- Smartlead

How can Smartlead integrate with my existing CRM and other tools?

Smartlead is the cold emailing tool that facilitates seamless integration with existing CRM systems and other tools through robust webhook and API infrastructure. This setup ensures real-time data synchronisation and automated processes without manual intervention. Integration platforms like Zapier, Make, and N8N enable effortless data exchange between Smartlead and various applications, supporting tasks such as lead information syncing and campaign status updates. Additionally, it offers native integrations with major CRM platforms like HubSpot, Salesforce, and Pipedrive, enhancing overall lead management capabilities and workflow efficiency. Try Now!

Email automation FAQs- Smartlead

Do you provide me with lead sources?

No. Smartlead distinguishes itself from other cold email outreach software by focusing on limitless scalability and seamless integration. While many similar tools restrict your outreach capabilities, Smartlead offers a different approach.

Here's what makes us uniquely the best cold email software:

1. Unlimited Mailboxes: In contrast to platforms that limit mailbox usage, Smartlead provides unlimited mailboxes. This means you can expand your outreach without any arbitrary constraints.

2. Unique IP Servers: Smartlead offers unique IP servers for every campaign it sends out. 

3. Sender Reputation Protection: Smartlead protects your sender reputation by auto-moving emails from spam folders to the primary inbox. This tool uses unique identifiers to cloak all warmup emails from being recognized by automation parsers. 

4. Automated Warmup: Smartlead’s warmup functionality enhances your sender reputation and improves email deliverability by maintaining humanised email sending patterns and ramping up the sending volume. 

Email automation FAQs- Smartlead

How secure is my data with Smartlead?

Ensuring the security of your data is Smartlead's utmost priority. We implement robust encryption methods and stringent security measures to guarantee the continuous protection of your information. Your data's safety is paramount to us, and we are always dedicated to upholding the highest standards of security.

How can I get started with Smartlead?

Email automation FAQs- Smartlead

Getting started with Smartlead is straightforward! Just head over to our sign-up page and follow our easy step-by-step guide. If you ever have any questions or need assistance, our round-the-clock support team is ready to help, standing by to provide you with any assistance you may require. Sign Up Now!

How can I reach the Smartlead team?

Email automation FAQs- Smartlead

We're here to assist you! You can easily get in touch with our dedicated support team on chat. We strive to provide a response within 24 hours to address any inquiries or concerns you may have. You can also reach out to us at support@smartlead.ai

Powerful Automated Email Marketing that Drives Sales.

  • All Features Included
  • No Credit Card Required
  • Free Warmup Included
powerful_automate_bgimg