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How to keep your emails private and secure

If you aren't careful, messages could be intercepted

Email is one of the most widely used forms of communication today. However, your message could be intercepted midstream, and you might never realise it. Here are some steps that will secure and protect your email messages.

Email is one of the most widely used forms of communication today. Estimates from May 2009 suggest that around 250 billion - with a capital 'B' emails are sent every day. That equates to more than 2.8 million email messages per second, and some of them are not even spam.

Email is faster and cheaper than traditional postal mail, but at least when you seal that envelope and stick a stamp on it, you can have some confidence that only the intended recipient will open it. With email, however, your message could be intercepted midstream, and you might never realise it. Copies and remnants of your message stored on your PC could be compromised as well. You have to take steps to secure and protect your email messages.

Secure your email: Prying eyes

Your PC provides easy access to your email communications - both for you and for others. Anyone who happens to walk by your system - whether you're in the middle of using it or have stepped away from your desk - could potentially see email messages you are in the process of writing or have already sent, or your incoming messages. You need to take steps to minimise the opportunity for passing bystanders to snoop on your email.

For starters, don't leave your email client open - or at least not maximised on screen. Whether you use a client application such as Microsoft Outlook, or a web-based email system like Google's Gmail, you should minimise or close the email window when you are not actively using it.

You also need to make sure that snooping eyes can't see what's on your screen when you walk away from your PC for an extended period of time. Many people know to lock or shut down the PC when leaving for the day, and perhaps even when going to lunch, but they might step out to discuss something with a co-worker without thinking about it.

As an automatic security measure to protect your email, as well as the PC in general, you should enable a screensaver (go to Control Panel/Appearance and Personalization). Set a delay before the screensaver kicks in - it shouldn't be any less than five minutes because it is not uncommon to go five minutes without touching the mouse or keyboard while reviewing a document or reading a web page, and having the screensaver come on would be an annoyance. Fifteen minutes is a reasonable timeframe. Make sure you check the box to display the logon screen and require credentials when resuming.

This should go without saying, but make sure you have a secure password. Using your dog's name, or that of your favourite baseball team, won't provide much protection. In fact, you should never use any word that can be found in a dictionary; guessing or cracking them is trivial.

NEXT PAGE: Protecting web-based email

  1. Messages can be intercepted
  2. Protecting web-based email
  3. Encrypt your email
  4. After you hit send

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