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What are the best ways to secure email in the cloud?

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Email is one of the most widely used and essential forms of communication in the digital age. However, it also poses significant risks to your privacy and security, especially when you use cloud-based services that store your messages on remote servers. In this article, you will learn some of the best ways to secure email in the cloud, from choosing a reliable provider to encrypting your data.

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1 Choose a trustworthy provider

The first step to secure email in the cloud is to choose a provider that respects your privacy and offers strong security features. You should avoid free or ad-supported services that may scan your emails for marketing purposes or share your data with third parties. Instead, look for providers that have a transparent privacy policy, use end-to-end encryption, support two-factor authentication, and comply with data protection laws and standards.

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Mihir Khandelwal

Salesforce Data Cloud ??| DLO-DMO Mappings | Segmentation & Activation | Jaguar Land-Rover(JLR) ???| Google Certified- Cloud Architect ??| Big Query ??| Tableau ??| Python ??| Technical Content Writer ??| Chess ?|
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Make sure you evaluate the cloud provider's data and system security levels, as well as the maturity of security operations and governance processes. The provider's information security controls should be explicitly risk-based and complement your own security policies and processes. Ensure that user access and activity are auditable across all routes, and clarify security roles and responsibilities as outlined in the contacts or business policies documentation.

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2 Encrypt your data

Encryption is the process of transforming your data into an unreadable format that can only be decrypted by authorized parties. Encryption can protect your email from hackers, snoops, and government agencies that may try to access your data in transit or at rest. There are different types of encryption, such as symmetric, asymmetric, and hybrid, and different methods, such as PGP, S/MIME, and TLS. You should use encryption tools that are compatible with your email client and provider, and that suit your needs and preferences.

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Christopher Liu

CS @ Texas A&M University | Full Stack Software Engineer | Blockchain Developer
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TLS is widely used because it's relatively easy to implement and operates transparently to the user, encrypting the email in transit between servers. Most modern email services, including major providers like Gmail, Outlook, and Yahoo Mail, use TLS by default to secure emails as they travel across the internet.

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3 Use strong passwords and authentication

Passwords are the keys to your email account, so you should make them as strong and secure as possible. You should use a combination of letters, numbers, symbols, and cases, and avoid using common or predictable words, phrases, or personal information. You should also change your passwords regularly and use different ones for different accounts. Additionally, you should enable two-factor authentication (2FA), which adds an extra layer of security by requiring a code or a device to verify your identity.

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4 Beware of phishing and malware

Phishing and malware are two of the most common and dangerous threats to your email security. Phishing is a type of fraud that involves sending fake emails that mimic legitimate ones, and trick you into clicking on malicious links or attachments, or providing sensitive information. Malware is a type of software that can infect your device or network, and steal, damage, or encrypt your data. You should be careful of any email that asks for personal or financial information, that contains spelling or grammar errors, or that comes from unknown or suspicious senders.

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Tshepo Ernest Matlale

ICT Officer | MSc Computing and Information Systems Candidate | Data Analyst | Microsoft Power Bi (CMPBDA) | SQL | Microsoft Power Apps | Microsoft Power Automate | Applications | Technical Support |
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One of the best practices is to ensure that you deploy email filtering and anti-malware solutions that scan incoming and outgoing emails for malicious content, attachments, links, and phishing attempts. Configure filters, rules, and policies to detect and block spam, phishing emails, malware, and other malicious threats, reducing the risk of email-based attacks and infections. You should also enforce strong data loss prevention (DPL) policies to prevent unauthorized sharing and transmission of sensitive information because it might give the bad guys a chance to exploit your organization.

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Garima Goswami

Cybersecurity Enthusiast | Goldman Sachs | Ex-Samsung | WiCyS | vGHC24
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Phishing emails have become a menace with the rise of social media. Automatic phishing detectors have also come up but the most important tool to prevent oneself from phishing is self-awareness. Try to be aware when clicking any links, take some time to carefully check the url, the sender and the content of the message. Copy paste the url on the search bar rather than impulsively clicking it.

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5 Backup your data

Backing up your data is a good practice to ensure that you don't lose your important emails in case of a disaster, a breach, or a ransomware attack. You can backup your data either locally or remotely, depending on your preferences and resources. Local backups involve storing your data on your own device or an external drive, while remote backups involve storing your data on another cloud service or a trusted third party. You should backup your data regularly and securely, and test your backups periodically.

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Siddharth Patro

IoT Cloud Services | Data Engineer | Platform Specialist | Energy Sector
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Firstly, there's local backup – it's like keeping a copy on your own device or an external drive, sort of like having a spare key at home. Secondly, there's remote backup – this involves storing your data on another cloud service or a trusted friend's place. It's like having a spare key kept safely elsewhere. The key is to regularly and securely backup your data, just like you'd regularly check that spare key. Think of testing your backups periodically as making sure that spare key still works. This way, you're well-prepared and can retrieve your important stuff even if something unexpected happens.

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James Lewis

Senior Cloud Engineer at Faculty
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Companies change, and your favourite pro open source, super secure email service may get sold, or start sharing more data than you'd like. If you have a regular back up of all your data it's a lot easier to jump ship and put your money (data) where your mouth is!

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6 Educate yourself and others

The final way to secure email in the cloud is to educate yourself and others about the best practices and the latest trends in email security. You should stay updated on the latest threats and vulnerabilities, and learn how to prevent and respond to them. You should also share your knowledge and experience with your colleagues, friends, and family, and help them improve their email security. By doing so, you can create a culture of awareness and responsibility, and reduce the risks of email compromise.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best ways to secure email in the cloud?

1

2

3

4

5

6

7

1 Choose a trustworthy provider

2 Encrypt your data

3 Use strong passwords and authentication

4 Beware of phishing and malware

5 Backup your data

6 Educate yourself and others

7 Here’s what else to consider

Computer Science

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What are the best ways to secure email in the cloud?

1

2

3

4

5

6

7

1 Choose a trustworthy provider

2 Encrypt your data

3 Use strong passwords and authentication

4 Beware of phishing and malware

5 Backup your data

6 Educate yourself and others

7 Here’s what else to consider

Computer Science

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