Digital workplace use, email is still the #1 tool for communication and also the top target for cyberattacks. From phishing scams to malware attachments, a single careless click can put your entire business at risk.
At Xedos technologies, we help businesses in the UAE stay protected with advanced IT security solutions. But the first line of defense is always your team.
Here’s a practical checklist of 10 essential but often overlooked email security best practices that every employee should follow:
1. Always Hover Before You Click
Never click a link in an email without hovering over it first. Look at the full URL does it go to a trusted domain?
- Example:
secure.bank.comis not the same assecure-bank.comorsecure.bank-login.com.
Tip: Fake links are often hidden behind text like “Click Here” or short URLs.
2. Beware of “Urgent” Language
Cybercriminals love to create panic. If an email says “Your account will be closed in 1 hour” or “Send payment immediately,” stop and think.
- Urgency is a red flag for phishing.
Tip: When in doubt, confirm the request via a phone call or in-person.
3. Use a Separate Email for Subscriptions
Create a secondary email address just for newsletters, free trials, and subscriptions.
- Keeps your main work email safer from data leaks and spam lists.
Tip: This helps reduce exposure in case one of those sites gets hacked.
4. Do Not Use Personal Devices for Business Emails
Personal devices often lack business-grade security.
- Unless your device is part of a Mobile Device Management (MDM) system, avoid accessing company emails on it.
Tip: If you must use a personal device, ask your IT team for proper configuration.
5. Report Suspicious Emails Don’t Just Delete
If you receive something strange, don’t delete it report it to your IT or security team.
- Reporting helps identify and block similar threats across the organization.
Tip: Create a simple “Report Phishing” button in your email client to make it easy.
6. Check the Sender’s Email Address Not Just Their Name
Hackers often spoof display names to look like someone you trust.
- Example: “Mohamed from HR” might show up, but the email is really
hr-dept123@fake.com.
Tip: On mobile, you may need to tap the name to see the real address.
7. Avoid Using Email for Sharing Passwords or Sensitive Info
Never send passwords, bank details, or ID documents over email.
- If needed, use secure tools like password managers or file-sharing portals.
Tip: If you must share something sensitive, encrypt the message or use a protected link.
8. Don’t Auto-Download Attachments or Images
Turn off auto-downloads in your email settings.
- Malware can be hidden in images or attachments that download automatically.
Tip: Only open files from trusted sources, and always scan them with antivirus software.
9. Log Out of Your Email on Shared Devices
Whether you’re in a coworking space or using a conference room computer—never leave your email account open.
Tip: Always log out and clear the browser cache after use.
10. Update Your Email App and Antivirus Software Regularly
Software updates are not just about new features they patch security holes.
- Outdated apps are a goldmine for hackers.
Tip: Enable automatic updates and regularly check your antivirus software status.
Final Thoughts: Secure Email Habits Start with You
Even the best firewalls and filters can’t protect your business if employees aren’t trained in basic email hygiene. Use this checklist as a training resource, and share it as a poster or infographic in your office or group chats.
Need help with enterprise-grade email security solutions?
Xedos Technology provides advanced threat protection, anti-phishing filters, and end-user training across the UAE.
📞 Contact us today to secure your digital workplace.