{"id":1557,"date":"2020-09-25T21:05:24","date_gmt":"2020-09-25T18:05:24","guid":{"rendered":"https:\/\/mailsafi.com\/blog\/?p=1557"},"modified":"2020-12-15T17:55:20","modified_gmt":"2020-12-15T14:55:20","slug":"the-role-of-your-employees-in-your-fight-against-spam","status":"publish","type":"post","link":"https:\/\/mailsafi.com\/blog\/the-role-of-your-employees-in-your-fight-against-spam\/","title":{"rendered":"The Role of Employees in Your Fight Against Spam"},"content":{"rendered":"\n<p>Your employees are an important line of defense in your organization\u2019s fight against spam. Therefore, it is important to train and educate them in the following best practices:-<\/p>\n\n\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_49 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"ez-toc-toggle-icon-1\"><label for=\"item-69de38d6c2b54\" aria-label=\"Table of Content\"><span style=\"display: flex;align-items: center;width: 35px;height: 30px;justify-content: center;direction:ltr;\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/label><input  type=\"checkbox\" id=\"item-69de38d6c2b54\"><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/mailsafi.com\/blog\/the-role-of-your-employees-in-your-fight-against-spam\/#1_Don%E2%80%99t_respond_to_spam\" title=\"1. Don\u2019t respond to spam\">1. Don\u2019t respond to spam<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/mailsafi.com\/blog\/the-role-of-your-employees-in-your-fight-against-spam\/#2_Never_send_sensitiveprivate_information_via_email\" title=\"2. Never send sensitive\/private information via email\">2. Never send sensitive\/private information via email<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/mailsafi.com\/blog\/the-role-of-your-employees-in-your-fight-against-spam\/#3_Verify_suspicious_emails\" title=\"3. Verify suspicious emails\">3. Verify suspicious emails<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/mailsafi.com\/blog\/the-role-of-your-employees-in-your-fight-against-spam\/#4_Use_your_work_email_address_for_work-related_purposes_only\" title=\"4. Use your work email address for work-related purposes only\">4. Use your work email address for work-related purposes only<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/mailsafi.com\/blog\/the-role-of-your-employees-in-your-fight-against-spam\/#5_Create_backups\" title=\"5. Create backups\">5. Create backups<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/mailsafi.com\/blog\/the-role-of-your-employees-in-your-fight-against-spam\/#6_Report_suspicious_emails\" title=\"6. Report suspicious emails\">6. Report suspicious emails<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/mailsafi.com\/blog\/the-role-of-your-employees-in-your-fight-against-spam\/#7_Utilize_application-specific_or_2-factor_2FA_authentication_passwords\" title=\"7. Utilize application-specific or 2-factor (2FA) authentication passwords\">7. Utilize application-specific or 2-factor (2FA) authentication passwords<\/a><\/li><\/ul><\/nav><\/div>\n<h2 class=\"has-vivid-red-color has-text-color wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"1_Don%E2%80%99t_respond_to_spam\"><\/span><strong>1. Don\u2019t respond to spam<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<figure class=\"wp-block-pullquote\"><blockquote><p>As an employee, an important step in stopping spam coming through to your mailbox is: <strong><em>simply stop responding to spam.<\/em><\/strong> <\/p><\/blockquote><\/figure>\n\n\n\n<p>Don\u2019t click on attachments in spam or junk mail out of curiosity because there is no going back once you do. Most malicious content (viruses, malware, worms, trojans) is usually programmed to be activated at the click of a button. <\/p>\n\n\n\n<p>Additionally, just clicking on spam mail motivates spammers more. By responding to spam, you verify to spammers that your email address is valid. They will, in turn, send you more spam. Spam is not only unwanted but a potential threat to your data as well as your entire organization&#8217;s network.<\/p>\n\n\n\n<h2 class=\"has-vivid-red-color has-text-color wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"2_Never_send_sensitiveprivate_information_via_email\"><\/span><strong>2.<\/strong> <strong>Never send sensitive\/private information via email<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Legitimate companies will never ask you to send passwords, bank credentials, PIN numbers, login credentials, social security numbers, or any other important information via email.<\/p>\n\n\n\n<h2 class=\"has-vivid-red-color has-text-color wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"3_Verify_suspicious_emails\"><\/span><strong>3. Verify suspicious emails<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Do not click on any links or download attachments from unfamiliar contacts, especially if the message sounds urgent but seems dubious. Some common spam email subjects contain words like request, payment, transfer, and urgent, among others. The end goal here is to trick employees into making quick decisions or release funds to fraudulent parties.<\/p>\n\n\n\n<p>Entire internal networks have been brought down because somebody unknowingly opened a virus or malware and basically invited it into the system because it advertised a new and exciting job opportunity!<\/p>\n\n\n\n<h2 class=\"has-vivid-red-color has-text-color wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"4_Use_your_work_email_address_for_work-related_purposes_only\"><\/span><strong>4. Use your work email address for work-related purposes only<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Do not sign up for non-work-related mailing lists. If you do, you may be tempted to browse through the latest phone catalogs, shoes, cars, etc., during your working hours.<\/p>\n\n\n\n<figure class=\"wp-block-pullquote\"><blockquote><p>Simply put, <strong>don\u2019t invite trouble<\/strong>. <\/p><\/blockquote><\/figure>\n\n\n\n<p>Even with the best spam filter, there is no way to completely eliminate spam. However, if you take appropriate measures to limit just how much junk mail gets through, you will maintain your&nbsp;<strong>high-productivity levels<\/strong>&nbsp;and reduce the risk of losing valuable time browsing sites that are not work-related.<\/p>\n\n\n\n<p>There is also an often underestimated <a href=\"https:\/\/mailsafi.com\/blog\/the-cost-of-internal-email-spam-to-businesses\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong><span class=\"has-inline-color has-vivid-cyan-blue-color\">cost of internal spam <\/span><\/strong><\/a>to businesses. Read our<a href=\"https:\/\/mailsafi.com\/blog\/the-cost-of-internal-email-spam-to-businesses\/\" target=\"_blank\" rel=\"noreferrer noopener\"> <strong><span class=\"has-inline-color has-vivid-cyan-blue-color\">article here<\/span><\/strong><\/a> to learn more about it and recommendations of how you can minimize internal spam.<\/p>\n\n\n\n<h2 class=\"has-vivid-red-color has-text-color wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"5_Create_backups\"><\/span><strong>5. Create backups<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Have <a href=\"https:\/\/mailsafi.com\/blog\/the-golden-3-2-1-backup-rule-an-efficient-data-protection-strategy\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"has-inline-color has-vivid-cyan-blue-color\"><strong>at least three copies<\/strong><\/span><\/a> of your critical data, and one of those copies should be off-site using a cloud backup solution from a trusted managed services provider (MSP).<\/p>\n\n\n\n<h2 class=\"has-vivid-red-color has-text-color wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"6_Report_suspicious_emails\"><\/span><strong>6. Report suspicious emails<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Collecting security data can be a daunting task. However, you may consider setting up a streamlined and centralized information gathering system through your IT team. This would be an avenue for your employees to report suspicious emails. Your IT team can then blacklist any sources deemed to be a threat.<\/p>\n\n\n\n<h2 class=\"has-vivid-red-color has-text-color wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"7_Utilize_application-specific_or_2-factor_2FA_authentication_passwords\"><\/span><strong>7. Utilize application-specific or 2-factor (2FA) authentication passwords<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>To enhance your email security, train your employees to use <strong><a href=\"https:\/\/mailsafi.com\/blog\/application-specific-passwords\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"has-inline-color has-vivid-cyan-blue-color\">application-specific passwords<\/span><\/a><\/strong> when accessing their email via third-party email clients such as Outlook, Thunderbird, etc. <\/p>\n\n\n\n<p>An\u00a0application-specific password is a unique autogenerated 16-character password for your account that&#8217;s used only for a\u00a0specific\u00a0program &#8211; for instance, your email, calendar, or contacts. Application-specific passwords let you sign-in to your account <em>securely<\/em>. <\/p>\n\n\n\n<p>You can have an application-specific password for different devices e.g., your tablet, phone or laptop. This password is usually unique for each device. In the unfortunate event that your device gets lost\/stolen, you can delete the specific password assigned to that device so that your email remains inaccessible on the lost\/stolen device.<\/p>\n\n\n\n<p>You do not have to worry about remembering your 16-character password. It is always saved on your device&#8217;s application once it is entered. This application-specific password is encrypted in storage and in transit; therefore, you do not have to worry about it being hacked.<\/p>\n\n\n\n<p>Also, where possible, train your employees to use <strong><a href=\"https:\/\/mailsafi.com\/blog\/two-factor-2fa-authentication-why-you-should-use-it\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"has-inline-color has-vivid-cyan-blue-color\">2FA <\/span><\/a><\/strong>when accessing their email via a browser. 2FA verifies a user\u2019s identity by requiring more than one credential to authorize access. <\/p>\n\n\n\n<p class=\"has-light-green-cyan-background-color has-background\"> <a rel=\"noreferrer noopener\" href=\"https:\/\/www.mailsafi.com\/email-hosting\" target=\"_blank\"><span class=\"has-inline-color has-vivid-cyan-blue-color\"><strong>MailSafi\u2019s email hosting <\/strong><\/span><\/a>solution<strong> <\/strong>supports <strong><a href=\"https:\/\/mailsafi.com\/blog\/two-factor-2fa-authentication-why-you-should-use-it\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"has-inline-color has-vivid-cyan-blue-color\">two-factor authentication<\/span><\/a><\/strong> and<a href=\"https:\/\/mailsafi.com\/blog\/application-specific-passwords\/\" target=\"_blank\" rel=\"noreferrer noopener\"> <strong><span class=\"has-inline-color has-vivid-cyan-blue-color\">application-specific passwords<\/span><\/strong><\/a>. MailSafi also offers gateway\/cloud-based <a rel=\"noreferrer noopener\" href=\"https:\/\/www.mailsafi.com\/\" target=\"_blank\"><span class=\"has-inline-color has-vivid-cyan-blue-color\"><strong>email spam filtering services<\/strong><\/span><\/a>. <a rel=\"noreferrer noopener\" href=\"https:\/\/www.mailsafi.com\/contact-us\" target=\"_blank\"><span class=\"has-inline-color has-vivid-cyan-blue-color\"><strong>Contact us<\/strong><\/span><\/a> for more information or to register for our service.<\/p>\n<div class=\"pvc_clear\"><\/div><p id=\"pvc_stats_1557\" class=\"pvc_stats all  \" data-element-id=\"1557\" style=\"\"><i class=\"pvc-stats-icon large\" aria-hidden=\"true\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" version=\"1.0\" viewBox=\"0 0 502 315\" preserveAspectRatio=\"xMidYMid meet\"><g transform=\"translate(0,332) scale(0.1,-0.1)\" fill=\"\" stroke=\"none\"><path d=\"M2394 3279 l-29 -30 -3 -207 c-2 -182 0 -211 15 -242 39 -76 157 -76 196 0 15 31 17 60 15 243 l-3 209 -33 29 c-26 23 -41 29 -80 29 -41 0 -53 -5 -78 -31z\"\/><path d=\"M3085 3251 c-45 -19 -58 -50 -96 -229 -47 -217 -49 -260 -13 -295 52 -53 146 -42 177 20 16 31 87 366 87 410 0 70 -86 122 -155 94z\"\/><path d=\"M1751 3234 c-13 -9 -29 -31 -37 -50 -12 -29 -10 -49 21 -204 19 -94 39 -189 45 -210 14 -50 54 -80 110 -80 34 0 48 6 76 34 21 21 34 44 34 59 0 14 -18 113 -40 219 -37 178 -43 195 -70 221 -36 32 -101 37 -139 11z\"\/><path d=\"M1163 3073 c-36 -7 -73 -59 -73 -102 0 -56 133 -378 171 -413 34 -32 83 -37 129 -13 70 36 67 87 -16 290 -86 209 -89 214 -129 231 -35 14 -42 15 -82 7z\"\/><path d=\"M3689 3066 c-15 -9 -33 -30 -42 -48 -48 -103 -147 -355 -147 -375 0 -98 131 -148 192 -74 13 15 57 108 97 206 80 196 84 226 37 273 -30 30 -99 39 -137 18z\"\/><path d=\"M583 2784 c-38 -19 -67 -74 -58 -113 9 -42 211 -354 242 -373 16 -10 45 -18 66 -18 51 0 107 52 107 100 0 39 -1 41 -124 234 -80 126 -108 162 -133 173 -41 17 -61 16 -100 -3z\"\/><path d=\"M4250 2784 c-14 -9 -74 -91 -133 -183 -95 -150 -107 -173 -107 -213 0 -55 33 -94 87 -104 67 -13 90 8 211 198 130 202 137 225 78 284 -27 27 -42 34 -72 34 -22 0 -50 -8 -64 -16z\"\/><path d=\"M2275 2693 c-553 -48 -1095 -270 -1585 -649 -135 -104 -459 -423 -483 -476 -23 -49 -22 -139 2 -186 73 -142 361 -457 571 -626 285 -228 642 -407 990 -497 242 -63 336 -73 660 -74 310 0 370 5 595 52 535 111 1045 392 1455 803 122 121 250 273 275 326 19 41 19 137 0 174 -41 79 -309 363 -465 492 -447 370 -946 591 -1479 653 -113 14 -422 18 -536 8z m395 -428 c171 -34 330 -124 456 -258 112 -119 167 -219 211 -378 27 -96 24 -300 -5 -401 -72 -255 -236 -447 -474 -557 -132 -62 -201 -76 -368 -76 -167 0 -236 14 -368 76 -213 98 -373 271 -451 485 -162 444 86 934 547 1084 153 49 292 57 452 25z m909 -232 c222 -123 408 -262 593 -441 76 -74 138 -139 138 -144 0 -16 -233 -242 -330 -319 -155 -123 -309 -223 -461 -299 l-81 -41 32 46 c18 26 49 83 70 128 143 306 141 649 -6 957 -25 52 -61 116 -79 142 l-34 47 45 -20 c26 -10 76 -36 113 -56z m-2057 25 c-40 -58 -105 -190 -130 -263 -110 -324 -59 -707 132 -981 25 -35 42 -64 37 -64 -19 0 -241 119 -326 174 -188 122 -406 314 -532 468 l-58 71 108 103 c185 178 428 349 672 473 66 33 121 60 123 61 2 0 -10 -19 -26 -42z\"\/><path d=\"M2375 1950 c-198 -44 -350 -190 -395 -379 -18 -76 -8 -221 19 -290 114 -284 457 -406 731 -260 98 52 188 154 231 260 27 69 37 214 19 290 -38 163 -166 304 -326 360 -67 23 -215 33 -279 19z\"\/><\/g><\/svg><\/i> <img loading=\"lazy\" decoding=\"async\" width=\"16\" height=\"16\" alt=\"Loading\" src=\"https:\/\/mailsafi.com\/blog\/wp-content\/plugins\/page-views-count\/ajax-loader-2x.gif\" border=0 \/><\/p><div class=\"pvc_clear\"><\/div>","protected":false},"excerpt":{"rendered":"<p>Your employees are an important line of defense in your organization\u2019s fight against spam. Therefore, it is important to train and educate them in the following best practices:- 1. Don\u2019t respond to spam As an employee, an important step in stopping spam coming through to your mailbox is: simply stop responding to spam. 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Therefore, training them on the do&#039;s and don&#039;ts is vital.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/mailsafi.com\/blog\/the-role-of-your-employees-in-your-fight-against-spam\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Spam: The Role of Employees in Your Fight Against Spam\" \/>\n<meta property=\"og:description\" content=\"Employees are an important line of defense in an organization\u2019s fight against spam. 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