It’s no secret that email accounts hold a wide range of confidential information. From invoices and contractual agreements to financial databases and statements, the mailboxes of enterprises emails are stuffed with sensitive details.

Email accounts also contain messages and attachments that include personally identifiable information (PII) on data subjects like staff members, customers, and preferred partners.

In the wrong hands, this important information can be exceptionally harmful to businesses and the people connected to them. As a result, it is vital that email accounts are adequately protected at all times. Passwords are a basic component of email access. Combined with a username, these multicharacter codes enable users to enter accounts where they can view and send messages.

Usernames for company accounts are often easily found online, or are guessable by cybercriminals, which makes it imperative that passwords are strong and act as a block against unwanted access. Read on for the best practices when it comes to password use for enterprise email.

Never use the same passwords for multiple accounts

Passwords must always be unique to the account they protect, as using the same password for many accounts increases the risk of unlawful access. If such a password is exposed, an attacker can commit digital trespass on multiple accounts causing, far more damage. As an example, imagine if Amazon has a data breach and the user has used the same password for their company email account.

Choose a strong password

For many years it was common practice for strong passwords to be formed from complex combinations of upper- and lower-case letters, numbers and special characters. Unfortunately, while overly complex passwords can be tough to crack, they can also be difficult for users to remember. There is also the pitfall of users selecting passwords like “Pa$$w0rd”, which meet the criteria but are far too obvious to provide adequate protection.

The National Cyber Security Centre (NCSC) advises users to create passwords made up of three different non-related words for a balance between security and being easy to recall.

Many companies find that the best policy is to issue staff with passwords to ensure they are robust enough to thwart hackers. It is also a wise move to change passwords periodically so that even if they have been shared with others, they do not present a risk. When staff leave a company, any passwords connected to the accounts they used should be immediately altered.

A secure system designed to protect your passwords and data

At Galaxkey, we have developed a secure workspace for enterprise professionals to operate effectively and safely. Our system never stores passwords where they could be claimed by credential thieves and our cutting-edge end-to-end encryption makes certain all your communications remain entirely private. To enhance protection levels for email users, we also offer an electronic document signing feature that allows you to secure any important company content being shared as an attachment.

If your company is seeking a comprehensive solution for advanced email security, get in touch with our expert team today. We can offer you an online demonstration of our system or a free 14-day trial so you can test-drive it for yourself.