Boston Managed Services Provider Explains How to Secure Business Emails Against Modern Cyber Threats
Boston, United States - December 29, 2025 / Keytel Systems /
Managed IT Services Provider in Boston Shares Essential Email Security Tips
It’s easy to respond quickly to messages labeled “urgent” when you see them in your inbox. Every workday is busy, and real urgencies pile up. The problem is that being swept up too quickly is one of the simplest ways to compromise your business email security.
| “Assuming that you won’t be affected by malware hidden in your email messages is a sign that you probably will be. Everyone at every level is responsible for maintaining business email security.” – Shawn Wilkoski, President, Keytel Systems |
Although education on phishing attacks is more common than it used to be, attackers are increasingly sophisticated, and to err is human. One study that simulated phishing tactics in a test group found that 43.3% of the participants fell for the phishing email. Yet, 86% of surveyed participants report that they feel confident that they could recognize a malicious email.
While cyber awareness training matters, attackers may switch tactics faster than you can roll out your next session. That’s why you need additional measures alongside your regular cyber awareness training to maintain your small business’s email security.
In this article, an MSP in Boston examines additional measures to keep your business inbox secure and explains how to handle malicious emails that slip through standard defenses.
What Makes Email Security For Small Businesses Difficult to Manage?
Rising Sophistication of Attacks
Cybercriminals continuously refine their methods to bypass traditional filters and deceive even cautious users. Attackers also exploit new technologies, including AI tools, to personalize messages, which has increased success rates by 42%.
That’s because these tools make phishing emails appear more authentic than ever before by using real company logos, spoofed addresses, and natural language that mimics legitimate communication.
Resource Constraints
Most small businesses do not have a full-time cybersecurity team or a large IT budget. They often rely on general IT staff or third-party providers to handle both support and security tasks. This limited capacity means slower patching, inconsistent monitoring, and less investment in advanced tools such as secure email gateways.
Changing Compliance Policies
Regulatory requirements around email communication, data storage, and privacy are constantly evolving. Frameworks like HIPAA, PCI DSS, and state-level privacy laws set different expectations for encryption, retention, and incident response. For small businesses, tracking and implementing these changes can be difficult.
Remote & Hybrid Work
Your team’s flexibility is a strength, but every home office and BYOD device can increase your risks. Personal devices and unsecured Wi-Fi connections make it easier for attackers to intercept data or inject malicious content. Plus, your employees may be accessing your business email accounts across multiple devices with varying levels of security.
6 Small Business Email Security Best Practices That You Can Implement
1. Use Multi-Factor Authentication (MFA)
Require MFA for every email account, especially for users with administrative privileges. This adds an extra layer of verification, such as a code sent to a trusted device, making it far more difficult for attackers to access accounts even if passwords are stolen. MFA helps offset the risks created by remote access and password reuse.
2. Deploy Email Filtering Tools
Given that 45.6% of all emails sent worldwide are spam, you need some level of filtering on your inbox. Otherwise, your team will spend an unreasonable amount of time sifting through junk messages. Look for systems that can detect spoofed domains, malicious links, and unusual patterns. Advanced filtering reduces the chance of deceptive messages reaching employees.
3. Implement Regular Patch Management
Keep your email clients, servers, and connected applications up to date with the latest security patches. Assign responsibility to a specific person, team, or provider to manage updates on a consistent schedule. Regular patching helps close the security gaps that attackers frequently exploit.
4. Encrypt Your Emails
Enable encryption for both stored and transmitted email data. Many email platforms include built-in encryption settings that can be activated under administrative controls. Encryption protects sensitive information from being read or altered in transit.
5. Establish Role-Based Access Controls
Restrict email access based on job function to minimize an attack’s reach if an account is compromised. This limits who can send or view certain types of information, which can help reduce the impact of compromised credentials.
6. Create an Incident Response Process For Email Threats
Develop a simple, step-by-step process for employees to follow when they suspect a malicious email. Include instructions on how to report the message, isolate affected devices, and contact IT support. Having a clear response plan helps small businesses act quickly, contain damage, and learn from each incident.
What to Do If Your Business Email Security is Compromised
1. Disconnect the Affected Device
Immediately remove the compromised device from your wired or wireless network to prevent further spread. This helps contain the threat before it spreads to other systems or users.
2. Notify Your IT Provider or Security Team
Contact your internal IT staff or managed service provider as soon as possible. Provide details such as the suspected time of compromise, any suspicious messages sent, and recent login activity. Early reporting allows specialists to act quickly and preserve critical evidence for investigation.
3. Change All Passwords
Reset passwords for all affected accounts, starting with email and any linked services like Microsoft 365 or cloud storage. Implement multi-factor authentication immediately to block unauthorized access even if credentials were stolen.
4. Check for Unauthorized Account Activity
Review sent items, deleted folders, and forwarding rules to see if the attacker redirected communications or sent malicious emails. Remove any suspicious forwarding addresses or inbox rules that could let the attacker maintain access after the password change.
These signs may seem obvious, but attackers are smart. They understand that you’re already looking for the obvious signs. So, here are a few other subtle factors you should also be aware of.
The following table showcases activities that may or may not be suspicious and subtle signs that it’s a problem. While this table is a general guideline, be aware that your IT network’s unique features may mean that some of these factors won’t be applicable. Consult an IT professional to tease out where such idiosyncrasies are.
| Activity | Signs It’s Normal | Signs It’s Suspicious |
| Unexpected login locations | You recently traveled or used a VPN that changes your IP location | Logins from countries or regions you haven’t visited or that occur at unusual hours |
| Changes to inbox rules | You created or adjusted rules to manage clutter or route automated reports | New rules automatically forward emails to unknown addresses or delete messages without your input |
| Missing or deleted emails | You cleared space or organized folders recently | Emails are missing that you didn’t delete, especially if they involve financial transactions |
| New or unknown connected devices | You added a new phone, laptop, or mail app | Devices you don’t recognize or repeated connection attempts from unfamiliar hardware |
| Permission changes | Your admin made planned adjustments during maintenance | Your account permissions changed without notice, or new users suddenly have elevated access |
| Unrecognized third-party app connections | You integrated a new productivity or file-sharing app | Unknown apps have access to your mailbox or files, especially if they request broad permissions |
| Dismissed alerts or notifications | You reviewed and cleared legitimate alerts | Security alerts were marked as read even though you never saw or dismissed them yourself |
5. Scan Devices
Run a full system scan using updated antivirus or endpoint protection software. Malware can persist even after password resets, so it’s important to clean all devices before reconnecting them to the network.
6. Alert Affected Stakeholders
Notify anyone who may have received fraudulent messages from your account. Provide clear instructions not to click links or download attachments from recent emails sent by your address. Transparency reduces further risk and protects business relationships.
7. Review Security Policies
Conduct a post-incident review to identify how the compromise occurred and what gaps allowed it. Update security controls, email policies, and employee training to address those weaknesses. Consider adding advanced threat detection tools or managed monitoring to prevent recurrence.
Why Working With a Managed Security Services Provider Enhances Business Email Security
Working with a managed security services provider (MSSP) gives small businesses stronger protection against modern email threats.
Attackers use advanced tools and convincing messages that standard filters often miss, but a managed provider adds an extra layer of defense through advanced filtering, continuous monitoring, and current security tools that stop many threats before they reach your inbox.
Small businesses also often lack the staff or time to manage updates, monitor alerts, and maintain compliance. A managed provider fills those gaps by handling system maintenance, applying security patches, and keeping configurations consistent. This approach strengthens security without increasing internal workload.
Get Expert Advice on Secure Email for Small Businesses from a Trusted Boston MSP
Email security threats evolve quickly, and taking action now protects your business before the next attack targets your inbox.
Keytel Systems helps small businesses strengthen their defenses with a free security review for new clients. This review includes a compliance and risk analysis that clearly outlines where your email security stands today. Our certified team creates practical, tailored security strategies designed for small and mid-sized organizations.
Don't leave your inbox vulnerable. Contact a trusted Boston MSP today to get started with your free risk assessment!
Contact Information:
Keytel Systems
769 Centre St
Boston, MA 02130
United States
Keytel Systems
https://keytelsystems.com/
Original Source: https://keytelsystems.com/email-security-small-businesses/
