Email is the backbone of your business communication and a common route into business systems. Phishing, business email compromise (BEC), and account takeovers can all start with a convincing message, especially when a small team has limited time for verification.
This guide covers the three biggest email threats, the controls that reduce them, and how email security fits with your website protection and ransomware recovery plan.
The 3 Biggest Email Threats
1. Phishing
Phishing emails impersonate trusted senders (your bank, a vendor, a colleague) to trick you into clicking malicious links, opening infected attachments, or entering credentials on fake login pages. Modern phishing emails are highly convincing — they use real logos, correct formatting, and urgent language.
Real-world example: An employee receives an email that appears to be from Microsoft saying their account will be deactivated. They click the link, enter their credentials on a fake Microsoft login page, and the attacker now has access to their email and everything connected to it.
2. Business Email Compromise (BEC)
BEC attacks target the money. An attacker either compromises a real email address or creates a lookalike domain, then sends emails requesting wire transfers, invoice payments, or changes to payment details. These emails are carefully researched and highly targeted.
Real-world example: An attacker spoofs your vendor's email domain (replacing "company.com" with "companny.com") and sends an invoice with updated bank wiring details. Your accounts payable team wires $45,000 to the attacker's account.
3. Account Takeover
Once an attacker has your email password (from phishing, a data breach, or credential stuffing), they can read your emails, send emails as you, reset passwords on other accounts, and access sensitive business data. They often set up email forwarding rules to monitor your communications silently.
Protect Your Business Email
Start with your mail provider’s filtering, SPF, DKIM, and DMARC controls before adding another security layer.
Jump to the checklist →How to Protect Against Phishing
Set Up Email Authentication (SPF, DKIM, DMARC)
These three DNS records verify that emails from your domain are legitimate and help prevent attackers from spoofing your domain:
- SPF (Sender Policy Framework): Lists which servers are authorized to send email from your domain.
- DKIM (DomainKeys Identified Mail): Adds a digital signature to your emails that proves they haven't been tampered with.
- DMARC (Domain-based Message Authentication): Tells receiving servers what to do with emails that fail SPF or DKIM checks (reject or quarantine them).
Your email provider (Google Workspace, Microsoft 365) has guides for setting these up. It takes about 30 minutes and significantly reduces spoofing.
Use Email Filtering
Enable your email provider's built-in spam and phishing filters. Both Google Workspace and Microsoft 365 include basic protection. For businesses handling sensitive data, consider a dedicated email security layer only after reviewing the provider’s documented coverage, administration model, and total cost.
Train Your Team
Your employees are your last line of defense. Teach them to recognize these red flags:
Phishing Red Flags
- Urgent language ("Your account will be closed in 24 hours")
- Unexpected attachments, especially .zip, .exe, or .docm files
- Links that don't match the displayed URL (hover before clicking)
- Requests for passwords, credentials, or payment information
- Slight misspellings in the sender's email address
- Generic greetings ("Dear Customer" instead of your name)
- Requests to bypass normal procedures
How to Prevent Business Email Compromise
BEC attacks bypass technical filters because they don't contain malicious links or attachments — they're just convincing text. Prevention requires process changes:
- Verify payment changes by phone. Never act on an email request to change bank details or payment instructions without calling the sender using a known phone number (not one from the email).
- Require dual approval for wire transfers. No single employee should be able to initiate and approve a wire transfer.
- Watch for lookalike domains. Train your team to carefully check sender email addresses for subtle misspellings.
- Flag external emails. Configure your email system to add a banner to emails from outside your organization.
How to Prevent Account Takeovers
- Use unique, strong passwords. A password manager (like the one included with NordLayer Business) generates and stores unique passwords for every account.
- Enable MFA everywhere. If an attacker has your password, MFA stops them from logging in. Use an authenticator app, not SMS.
- Check for suspicious forwarding rules. Attackers often set up email forwarding to monitor your inbox. Check your email settings monthly for rules you didn't create.
- Monitor login activity. Both Google Workspace and Microsoft 365 let you review recent login activity. Look for logins from unfamiliar locations or devices.
Email Security Checklist
- SPF, DKIM, and DMARC records configured for your domain
- Email spam and phishing filters enabled
- Multi-factor authentication on all email accounts
- Unique, strong passwords (use a password manager)
- Team trained on phishing red flags
- Payment verification process in place (call before wiring)
- External email banners enabled
- Email forwarding rules reviewed monthly
- Login activity monitored for suspicious access
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Small Business Security Guide is fully independent. We use structured editorial comparison based on documented vendor information and independently published sources. We record the review focus and last-reviewed date, and readers should verify current features and pricing with the provider. We may earn a commission if you sign up through our links, but commercial partnerships never influence our editorial scoring.
Stop Email Threats Before They Reach Your Team
For higher-risk teams, compare dedicated email security providers against your current mail platform. Verify phishing detection, spoofing controls, quarantine workflows, administration effort, and current pricing before purchase.
Review the checklist →