In today’s digital age, email is among the most well-known and widely used tools for business. However, its widespread use makes it a primary target of cyberattacks. According to the latest statistics, about 90% of attacks begin with a phishing message, underscoring the importance of protecting email. The most effective way to secure sensitive data in email through encryption.
For Managed Service Providers (MSPs), providing secure email services to businesses is an essential component of their security portfolio. But numerous misconceptions about email encryption have prevented MSPs from fully implementing this vital service. These myths not only hinder implementation but also damage MSPs’ reputation, business, and even client trust.
This article will examine the most popular email encryption myths, dispel them with evidence, and offer practical advice to MSPs on successfully integrating email encryption into their services. By dispelling these myths, MSPs can be confident they are delivering high-quality security solutions to their customers, which is crucial in today’s increasingly risky digital age.
Understanding Email Encryption
Before you get into the complexities of email encryption, it’s crucial to understand what it is and why it’s essential.
Encrypting emails is the process of encoding their content so that only authorized individuals can read them. It secures sensitive data, such as financial information and confidential business information, as well as personal information from unauthorized access while in transit.
There are two major kinds of encryption used in email
- End-to-End encryption (E2EE) is the most secure type of encryption. Only the sender and recipient can decrypt the content of emails. The email providers themselves cannot access the email content.
- Transport Layer Security (TLS) secures email sent between email servers. While it protects the email during transmission, it doesn’t ensure its actual content. This means that email could still be read by anyone with an internet connection, for example, hackers or email providers that intercept connections to servers. Unmanaged, TLS alone may not provide regulatory compliance for most regulations.
For companies, email encryption is required to guard against data breaches, protect customer privacy, and comply with data security regulations such as GDPR, HIPAA, and PCI DSS.
Common Email Encryption Myths
Myth 1: "Email Encryption Is Too Complex for Clients to Use"
Many MSPs think that email encryption is too difficult for their customers to set up or use regularly. They believe that their clients, tiny businesses, might find the process complex or lengthy.
The reality: Although early email encryption options were not easy to use, today’s solutions are more user-friendly. Nowadays, a variety of secure email solutions for businesses are seamlessly integrated with popular email programs such as Gmail, Outlook, and Apple Mail, enabling users to enable encryption in just a few clicks.
Furthermore, several email encryption providers offer automated encryption for incoming messages, eliminating the need for users to select encryption settings for each email manually. This means that businesses benefit from encryption without disrupting their process.
Solutions: MSPs should select email encryption providers with intuitive, user-friendly platforms and automated encryption. Providing training and user-friendly demonstrations may help reduce customers’ perceived complexity.
Myth 2: "Built-In Email Security Features Are Enough"
Many businesses depend on the security features built into email platforms such as Gmail, Yahoo, and Outlook. These platforms can provide basic security measures, such as spam filtering, virus scanning, and phishing detection, which can lead some to believe email encryption is unnecessary.
The reality is that the software’s security features do not adequately protect against advanced email-based threats. These tools can detect malware or spam; however, they cannot provide real encryption for email content. In the absence of email encryption, sensitive information is vulnerable to hackers who could intercept messages.
Solutions: MSPs must educate their clients about the drawbacks of built-in email security and suggest robust encryption methods that provide complete protection, ensuring only the intended recipients can view the message.
Myth 3: "Email Encryption Is Only for Large Enterprises"
This is a widespread myth, particularly in small and medium-sized enterprises (SMBs). Many believe email encryption is required only for large companies handling sensitive customer information at scale. Thus, SMBs often overlook this critical security aspect.
Cybercriminals often target SMBs because they lack basic security measures. According to studies, 43 per cent of cyberattacks target small-sized companies. Small businesses manage sensitive data, such as client records, financial records, and employee data, and are therefore vulnerable to cyberattacks.
Answer: MSPs should emphasise to customers that email encryption is essential for businesses of any size. It safeguards sensitive data and helps ensure compliance with industry regulations. The availability of scalable, cost-effective encryption solutions makes it simpler for small- and mid-sized businesses to use these security measures.
Myth 4: "Email Encryption Is Too Expensive"
The notion that email encryption is costly and available only to large companies has deterred numerous businesses from implementing it. The cost of implementation and ongoing
Maintenance may be unnecessary for many, especially since free tools are readily available.
The reality: Email encryption costs have declined sharply in recent years. There are many low-cost options even for small companies. For instance, companies like Zoho Mail offer email encryption as part of their plans, typically at just $1 per person per month. Furthermore, the cost of implementing encryption is low compared to the reputational and financial harm a data breach could cause.
The solution: MSPs should highlight the cost-effectiveness of modern encryption tools and explain the long-term advantages of securing customers from data breaches and compliance penalties. With secure email solutions for businesses, MSPs can deliver the highest ROI on security investments.
Myth 5: "Email Encryption Only Protects Against External Threats"
Email security for MSPs and business owners holds that email encryption is essential to protect against external threats, including hacking, phishing, and other cyberattacks. They aren’t aware that internal threats, such as angry employees or third-party vendors, can be equally dangerous.
The reality is that while email encryption is effective at protecting emails from external threats, it’s equally effective against internal threats. If an employee or third-party vendor has access to sensitive information, encryption makes sure that the data remains inaccessible to anyone who is not authorized.
Solutions: MSPs should offer email encryption services with strong access controls and audit trails to ensure only authorized individuals can access sensitive data. These options also help track and control access to the information, further safeguarding the email exchange process.
The Best Practices for MSPs in Implementing Email Encryption
To debunk the myths that surround them and to ensure that their clients are completely protected, MSPs should adopt the most effective practices outlined below:
1. Select Reliable Email Encryption Providers
Choose email encryption solutions that comply with industry standards and provide full encryption. Ensure the service offers features such as AES-256 encryption and complies with security standards including GDPR, HIPAA, and PCI DSS. These features provide the highest security for emails sent to business customers.
2. Offer Scalable and Flexible Solutions
Email encryption should be scalable enough to meet the requirements of companies of any size. Whether it’s a small or a large company, MSPs should be able to provide solutions that align with the customer’s budget and requirements. This flexibility is vital for serving a diverse customer base.
3. Provide Regular Training and Support
Some clients may not understand the importance of email encryption or struggle to implement it correctly. MSPs must provide regular workshops and easy-to-use resources to help clients understand how to implement and use email encryption properly.
4. Monitor and Audit Email Communications
Regularly monitoring and auditing email messages is vital for detecting unauthorised access or breaches. Install tools that allow clients to track who is accessing their email and whether sensitive information is being accessed unauthorised.
5. Keep Up-to-Date with the latest encryption Technologies
Cybersecurity threats are constantly evolving. It is therefore essential that email encryption tools are updated regularly to keep up with new threats. MSPs must stay up to date with the latest encryption techniques and continually upgrade their products to offer customers the highest level of security.
Conclusion
Email encryption is no longer a luxury, but an essential requirement for companies of any size. Misconceptions about email encryption have led several MSPs to delay or even avoid providing this crucial service to their customers. But by dispelling these myths and recognizing the real value of email encryption, MSPs can position themselves as reputable cybersecurity experts and help their clients safeguard their private data.
By leveraging secure business email and dispelling myths, MSPs can create a safer online environment for customers and build lasting business relationships grounded in trust and reliability. Encrypting emails is a relatively small expense that will pay huge dividends by helping secure against data leaks, ensuring compliance, and ensuring business continuity.