Setting Up Email Security for Small to Medium-Sized Businesses in Australia

Email is one of the most common entry points for cyberattacks, making it critical for small to medium-sized businesses (SMEs) to prioritise in terms of security. The Annual Cyber Threat Report 2023–2024 from the Australian Signals Directorate highlights phishing as the leading cause of critical infrastructure-related incidents during the past year.

From phishing scams to data breaches, attackers often target smaller businesses, assuming they have weaker defences. Securing your email system protects sensitive data, maintains client trust, and ensures compliance with Australian regulations such as the Cybersecurity Bill 2024.

This guide outlines the essential steps to establish robust email security for your SME.

‍

Why Email Security Matters for SMEs

Small businesses often underestimate their risk of being targeted, but over 90% of cyberattacks begin with phishing emails. Cybercriminals see SMEs as easy targets due to limited resources and less advanced security systems.

A single breach can result in financial loss, major operational disruption and long-term damage to a business's reputation and client trust. Beyond the immediate impact, compliance with regulations like the Australian Privacy Act and Cybersecurity Bill 2024. is critical to avoid legal repercussions.

For SMEs, a proactive approach to email security can mean the difference between business continuity and significant setbacks.

‍

Choose a Secure Email Provider

Selecting a secure email provider is the foundation of email security. The right provider offers built-in tools to block spam, detect malware, and encrypt sensitive data. Popular options are Microsoft 365,  Google Workspace and Zoho Mail, all of which offer robust security features but are suited to different needs

‍

Microsoft 365 is the industry standard for email security, offering robust features like advanced phishing protection, strong encryption, and enterprise-grade admin controls. It integrates seamlessly with other Microsoft tools, making it the best choice for SMEs.

We include Microsoft 365 as part of our DefenderSuite solutions to help businesses secure their email systems while staying compliant and protected. To read more about the comprehensive cybersecurity & compliance solutions we provide explore DefenderSuite here.

‍

Enable Multi-Factor Authentication (MFA)

Multi-factor authentication (MFA) is one of the most effective ways to secure email accounts. It adds an extra layer of protection by requiring users to verify their identity with two or more factors, such as a password and a code sent to their phone. Even if a password is compromised, MFA prevents unauthorised access by adding this additional security step.

To implement MFA, enable it through your email provider’s admin settings. Encourage employees to use reliable tools like Microsoft Authenticator for seamless verification. Our MFA setup guide with Microsoft 365 provides step-by-step instructions for easy integration.

‍

Train Your Employees on Email Security Best Practices

Employees are often the first line of defence against cyber threats. Without proper training, they may fall victim to phishing scams or mishandling sensitive information. Educating your team about email security can prevent costly mistakes and strengthen your organisation’s overall security posture.

Focus on practical training topics, such as recognising phishing emails by identifying fake links, unusual sender details, or urgent requests. Teach employees to avoid opening suspicious attachments and to verify unexpected messages before responding. Tools like phishing simulations can help test employee awareness and improve their ability to spot scams.

For comprehensive training solutions, consider using tools included in our DefenderPro or DefenderElite packages, which offer proactive training and real-time feedback for your team.

‍

Implement Advanced Threat Protection

Basic email filters are not enough to stop modern threats. Advanced Threat Protection (ATP) actively scans emails for malicious links, suspicious attachments, and emerging threats like zero-day attacks. Solutions like Microsoft Defender for Email offers real-time threat detection, automated quarantining of suspicious emails, and comprehensive reporting to help IT teams monitor and mitigate risks. Some benefits for SMEs include:

• Prevents phishing and malware from compromising sensitive data.
• Reduces operational disruptions caused by ransomware or targeted attacks.
• Strengthens overall email security with proactive protection.

‍

Back-Up Your Emails Regularly

Email backups are essential for recovering data in the event of accidental deletion, ransomware attacks, or server failures. Regular backups ensure your business can quickly restore operations without significant data loss.

Cloud-based solutions like Microsoft OneDrive offer automated email backups that are easy to set up and maintain. For added reliability, test your backup systems periodically to ensure data can be successfully restored when needed.

‍

Monitor and Audit Email Activity

Monitoring and auditing email activity is a critical component of maintaining a secure communication environment. Regularly tracking email behaviour helps identify potential risks and prevents security incidents before they escalate. Suspicious logins, abnormal email usage patterns, or frequent blocked threats often indicate an issue that requires immediate attention.

Solutions like Microsoft 365 Dashboards provide businesses with real-time insights into email activity, allowing IT teams to monitor access, detect anomalies, and respond swiftly to potential threats. However, ongoing audits complement these tools by uncovering hidden vulnerabilities, ensuring that permissions align with employee roles, and verifying that best practices are being followed across the organisation.

‍

Why Monitoring and Auditing Matter:

• Early Threat Detection: Spot unauthorised access attempts, malware activity, or compromised accounts before damage occurs.
• Compliance Assurance: Meet regulatory requirements by maintaining detailed logs of email activity and user access.
• Minimised Risk: Regularly review permissions to ensure access is restricted to authorised personnel only.
• Proactive Threat Management: Identify and resolve vulnerabilities, such as weak password practices or unencrypted email transmissions.
• Operational Continuity: Prevent disruptions by quickly addressing security incidents that could affect email systems or data integrity.

Key Steps for Effective Monitoring and Auditing:

• Set up real-time alerts for unusual email activity, such as bulk sending, suspicious logins, or attempted phishing attacks.
• Schedule regular audits to evaluate account permissions, enforce policy adherence, and identify areas for improvement.
• Review blocked threats to improve training for employees and refine your email security policies.

Our team offers professional monitoring and auditing services to ensure your email systems remain secure and compliant. By leveraging tools like DefenderSuite's DefenderPro and tailoring solutions to your needs, we’ll help your business stay ahead of evolving threats.

‍

Protect Your Business with Strong Email Security in 2025

Email security is an ongoing process that requires regular monitoring, employee training, and the right tools.

By choosing secure email providers, enabling MFA, implementing Advanced Threat Protection, and maintaining backups, SMEs can protect their operations from evolving threats.

Explore DefenderSuite for tailored solutions that secure your communications and ensure email compliance. Contact us at 1300 93 77 49 or info@superiorit.com.au to secure your business today!