Managing email security on your own might seem straightforward at first, especially if your business uses familiar tools like Microsoft 365. However, email security involves more than just setting up passwords and spam filters. It requires ongoing attention to threats such as phishing attacks, malware, unauthorized access, and data leaks, all of which can disrupt your operations and harm your reputation.
Why email security is critical for Canadian small businesses
Email remains the most common entry point for cyberattacks targeting small and mid-sized businesses in Canada. A single compromised email account can lead to data breaches, ransomware infections, or fraud attempts. This can cause costly downtime, loss of sensitive customer or employee information, and damage to customer trust. Additionally, Canadian privacy regulations and industry standards often require reasonable safeguards around email data, adding compliance pressure.
A typical scenario: how risks can escalate
Consider a 50-employee Canadian consulting firm using Microsoft 365 for email and collaboration. Without specialized email security controls, an employee might receive a convincing phishing email that appears to come from a trusted client. Clicking a malicious link could install malware or allow hackers to access the company's email system. The attackers might then impersonate executives to request wire transfers or sensitive documents. Without proper monitoring and response, the breach could go unnoticed for days, increasing financial and reputational damage.
A managed IT provider with expertise in Microsoft 365 email security would implement advanced protections such as multi-factor authentication (MFA), anti-phishing policies, and real-time threat detection. They would also provide regular user training and incident response support, reducing the risk and impact of such attacks.
Practical checklist for managing email security
- Ask your IT provider: Do you enable multi-factor authentication on all email accounts? What anti-phishing and anti-malware tools do you use within Microsoft 365?
- Review policies: Are spam filters and safe sender lists regularly updated? Is there a process for reporting suspicious emails?
- Check access controls: Who has administrative rights over email accounts? Are permissions reviewed periodically?
- Backup and recovery: Are email data backups performed regularly and tested for restoration?
- User training: Is there ongoing cybersecurity awareness training focused on email threats?
- Incident response: What is the plan if a phishing attack or breach occurs? How quickly can it be detected and contained?
While some basic email security steps can be handled internally, the evolving threat landscape and complexity of Microsoft 365 security features often require specialized knowledge and tools. Partnering with a managed IT provider or IT advisor experienced in Canadian SMB environments can help ensure your email system remains secure, reliable, and compliant.
Taking time to review your current email security posture and asking targeted questions can reveal gaps before they become costly problems. Consider consulting a trusted IT professional to evaluate your setup and recommend tailored improvements that fit your business size and risk profile.