Protecting your business email accounts from hacking is essential to keep your operations running smoothly and your sensitive information safe. Email accounts, especially those linked to Microsoft 365, are common targets for cybercriminals because they often provide access to critical business data and communication. Using the right tools and security measures can significantly reduce the risk of unauthorised access.
Why this matters for Australian SMBs
A compromised email account can cause major disruptions. For example, hackers might send fraudulent invoices to your customers, steal confidential data, or lock you out of your own accounts. This can lead to downtime, loss of customer trust, and potential breaches of privacy regulations. Small and mid-sized businesses often don't have the resources to recover quickly from such incidents, making prevention crucial.
A typical scenario
Consider a 50-person Australian consulting firm using Microsoft 365 for email and document sharing. One employee falls victim to a phishing email and unknowingly gives away their password. Without additional protections, the attacker gains access to the company's email, impersonates staff, and sends fake payment requests to clients. This causes confusion, delays payments, and damages client relationships. A proactive IT partner would have implemented multi-factor authentication (MFA) and continuous monitoring, quickly detecting and blocking the breach before significant harm occurred.
Key tools and practices to prevent email account hacking
- Multi-Factor Authentication (MFA): This adds a second verification step (like a code sent to a phone) when logging in, making stolen passwords alone useless.
- Advanced Threat Protection (ATP): Microsoft 365 offers ATP features that scan emails for malicious links and attachments, reducing phishing risks.
- Regular Password Policies: Enforce strong, unique passwords and require periodic changes to limit exposure from leaked credentials.
- Security Awareness Training: Educate staff about recognising phishing attempts and safe email habits.
- Access Controls and Monitoring: Review who has access to email accounts and monitor unusual login activity, such as sign-ins from unexpected locations or devices.
- Email Encryption: Protect sensitive information in transit to prevent interception.
- Automated Account Lockouts: Set systems to lock accounts after multiple failed login attempts to block brute-force attacks.
What to ask your IT provider
- Do you enforce multi-factor authentication on all Microsoft 365 email accounts?
- What email filtering and threat detection tools do you use to identify phishing and malware?
- How often do you review and update password policies and access permissions?
- Do you provide regular security awareness training tailored for our staff?
- Can you monitor and alert us to suspicious login activities in real time?
- What is your process for responding to a suspected email compromise?
Simple internal checks you can perform
- Verify MFA is enabled for all users in Microsoft 365 admin settings.
- Review recent sign-in activity for unusual locations or devices.
- Check that all staff use strong, unique passwords and have changed default ones.
- Confirm that email filtering rules are active and updated.
- Ensure backups of email data are regularly performed and stored securely.
Maintaining strong email security is a continuous effort that combines technology, policies, and user awareness. If you're unsure about your current protections or want to improve your email security posture, consider consulting a trusted managed IT provider or IT advisor. They can assess your environment, recommend tailored solutions, and help implement best practices without unnecessary complexity.