Email is one of the most widely used and essential forms of communication in the modern world. However, it also comes with various challenges and risks, such as spam, phishing, malware, and identity theft. To protect yourself and your data, you need to manage your email inbox and avoid spam effectively. Here are some tips and best practices to help you do that.
One of the first steps to manage your email inbox and avoid spam is to choose a reliable and secure email service provider. Look for features such as encryption, spam filtering, virus scanning, and privacy policies. Avoid using public or shared email accounts, and create strong and unique passwords for your email accounts. Also, update your email software regularly and enable two-factor authentication if possible.
Unsubscribe from unwanted emails via links usually found at the bottom. Use aliases for activities like online shopping or newsletter signups. Report spam emails and block senders. Be vigilant; avoid opening unrecognized emails or clicking suspicious links. Use your email service's organization tools like filters and folders for efficient inbox management. Regularly clear your inbox and archive old emails. Limit the places you share your email to reduce spam. Have a separate email for online activities such as gaming or social media.
Another way to manage your email inbox and avoid spam is to organize your messages into folders, labels, or categories. This will help you prioritize your emails, find important information, and delete unwanted or irrelevant messages. You can also use filters, rules, or automation tools to sort your emails based on criteria such as sender, subject, or keywords. Additionally, you can unsubscribe from newsletters, promotions, or notifications that you don't need or want.
One of the most common ways that spammers and hackers try to infect your computer or steal your information is by sending you malicious attachments or links. To avoid falling victim to these scams, you should be careful with any email that contains attachments or links, especially if they are from unknown or suspicious sources. Before opening or clicking on anything, check the sender's address, the subject line, and the message body for any signs of phishing or spoofing. If you are not sure, delete the email or contact the sender directly.
In my experience, if you suspect a suspicious email or possible phishing attempt, you should report it to your organization security team to further evaluate. Office 365 has a Phish Alert plugin that allows users to report these messages. If you are uncertain, I would mark the email as junk. Responding to the sender may be acknowledgment of receipt to the attacker. Instead, if you have separate contact information for the sender, call to verify their information. Scammers often use the correct name but will change the URL or phone number. Stay safe.
Even with the best email service and filters, you may still receive some spam messages in your inbox. To manage your email inbox and avoid spam, you should report and block these messages as soon as you receive them. Reporting spam will help your email service improve its spam detection and prevention, and blocking spam will prevent future messages from the same sender or domain. You can also report phishing or fraud attempts to the relevant authorities or organizations.
Finally, one of the most effective ways to manage your email inbox and avoid spam is to educate yourself and others about the risks and best practices of email security and etiquette. You can learn more about how to spot and avoid spam, phishing, malware, and identity theft by reading reputable sources, taking online courses, or attending workshops. You can also share your knowledge and tips with your friends, family, or colleagues, and encourage them to follow the same guidelines.
Use email masking services for temporary needs. Be mindful of pre-checked boxes when signing up online. Train your spam filter by marking spam mails. Create email rules to automate sorting. Install security software with a spam filter. Don't respond to spam or share your email indiscriminately. Check and adjust your email account's privacy settings for maximum protection.