How to Protect Your Business from Spam Emails

Editor's note: This post was originally published on June 5, 2020 and has been revised for clarity and comprehensiveness.

Behind those unwanted email messages could be phishing links, malware attachments, or scams targeting your team. Worse is that the cost of just one employee clicking the wrong link could be catastrophic. It could mean data loss, downtime, or even a costly breach. 

Intelligent Technical Solutions (ITS) is a cybersecurity services provider that has helped hundreds of businesses fortify their email defenses. And our advice to all business leaders is that spam is NOT something you should be taking lightly.  

Small to midsize businesses (SMBs) are prime targets for cybercriminals, precisely because they often lack strong email protections. 

In this article, we’ll break down how spam emails work, the red flags to watch out for, and the best ways to keep your business secure. 

What’s the Big Deal with Spam Emails? 

Spam emails have evolved beyond annoying ads and poorly written scams. Today, they serve as vehicles for sophisticated cyberattacks. Criminals craft them to look legitimate, often mimicking known brands, suppliers, or even your own coworkers. 

Here are some common types of malicious spam emails: 

• Phishing emails: These trick users into providing sensitive information like passwords or banking credentials. 
• Malware attachments: A single click can download ransomware or spyware.
• Business Email Compromise (BEC): Attackers impersonate executives to request wire transfers or sensitive files.

The biggest danger is that many of these emails appear to come from trusted sources. Without the proper tools and training, your team may unknowingly open the door to serious risks. 

6 Effective Ways to Protect Your Business from Spam Emails 

Thankfully, there are steps you can take right now to reduce the risk and make your business a harder target for scammers.

1. Use Enterprise-Level Spam Filters

Standard email services include basic spam filtering, but they’re often not enough. Advanced spam filters use machine learning, real-time threat intelligence, and behavioral analysis to identify threats before they hit your inbox. 

• Microsoft Defender for Office 365 and Google Workspace Advanced Protection are excellent starting points. 
• For deeper protection, consider Cloudflare Area 1, Mimecast, Barracuda, or Proofpoint for multi-layered filtering. 

These platforms can identify threats based on sender reputation, content patterns, and attachment types, significantly reducing your exposure.

2. Enable Multi-Factor Authentication (MFA)

Even with the best filters, some phishing emails will slip through. Enabling MFA across your business whenever possible can act as a second line of defense. It requires users to verify their identity using two or more authentication methods (like using biometrics or a one-time password) before accessing any account. That means even if credentials are stolen, MFA can prevent unauthorized access. 

It might seem like a simple step, but it’s highly effective. In fact, according to Microsoft, MFA can block over 99.2% of account compromise attacks.

3. Train Your Team Regularly

Cybersecurity training is not a one-time event. Employees need ongoing education to stay current on new phishing tactics and social engineering schemes.

Best practices for email safety include: 

• Don’t click on links from unknown senders. 
• Never download unexpected attachments. 
• Verify requests for sensitive data or financial transfers through a second channel (like a phone call). 
• Use simulated phishing tests to assess readiness and reinforce learning.