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You are probably one of the 1.5 billion or so people who use Gmail, but many of us use our inboxes on a daily basis without taking the time to understand the many important features and capabilities. Some of these are designed to keep us secure and preserve our privacy.
Gmail features many tools and security measures hidden beneath the hood that keep us safer from scammers, advertising and allow us to keep our emails private and secret. Here are a few of the best ways to optimize your inbox for better cybersecurity.
Create Custom Filters
Most dangerous emails that evade your spam filter can be caught by configuring your email application with custom filters. Every day, cybercriminals are busy with ingenious new tactics, so keep a lookout for strange emails and, importantly, add relevant keywords to your spam filters. There are several commonly used filters, but two of the most useful are the blacklist and permission filters.
Blacklist filters are a simple method for detecting spam emails. The filter in this system has been pre-programmed to reject emails from specified senders or addresses, which is known as your “blacklist.” Any email from a person or email address on a blacklist is automatically categorized as spam. Conversely, if you are someone responsible for sending out emails to prospects and clients that you don’t want targeted as SPAM, then you should be setting up a fake SMTP server for testing so that your mail isn’t being flagged on the recipient’s end.
Permission filters make sure any email sender must first be approved by you, the recipient. Only known people will be able to contact you. Although the permission filter is an excellent technique to protect yourself from spam, it also eliminates the possibility of receiving unsolicited mail that you may be interested in all the same.
Use an Antivirus Software
In addition to educating yourself on the common and constantly evolving phishing tactics that cybercriminals use to exploit people using their inbox, you can also employ good antivirus software. Antivirus software will scan all incoming mail and let you know when it thinks it has spotted something suspicious, advising you not to open it. If you keep on top of the regular software updates, you will ensure that your antivirus is protecting you from the latest malware and phishing trends being used. If you are a business owner, this should be considered part of good cybersecurity more broadly.
Get Rid of Your Cached Offline Data
Gmail now operates offline, which is fantastic when you have a sporadic internet connection but may not be so great for your personal privacy. Even if you don’t have an internet connection, if you have physical access to the computer you’re using, someone who knows what they’re looking for can gain a lot of information from Gmail’s local cache.
If you’re using a computer with your family, coworkers, library guests, or anybody else, make sure this data is removed when you log out. From the main inbox screen, select the cog icon (top right), then Settings and Offline. Check the box marked Remove offline data from my computer next to the Security heading, and make sure you sign out of Gmail when you’re done.
Hide External Images
Embedded images in email continue to be a privacy and security concern since they can reveal information about your browser, computer, and even how you use them—not the kind of information you want to offer to just anyone who has your email address. Although many of the major exploits have been patched, there is always a danger.
Email tracking, on the other hand, is a more widespread problem. Email senders can employ tracking pixels, which are little image embeds, to see if you’ve opened their messages, when you opened them, and what kind of device you used to open them. They can even tell if you’ve forwarded your email to others. That’s all very useful data for marketers, but it might not be the sort of tracking that you feel comfortable with.
Conclusion
A lot of people see their inbox and its optimization as a matter of convenience which, while certainly true, ignores a whole different aspect of inbox management that is just if not as important: cybersecurity. For tech-savvy people that understand the risks and threats, inbox optimization is a part of online safety, but a lot of people simply aren’t aware of how they can go about building a more secure inbox. Keep the above recommendations in mind, whether you are a concerned individual or a business with money on the line.