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Email Security: Common Problems and How to Fix Them

This guide explains the most common email dangers in plain words. It also shows what you can do about each one.

Email2 min read8 steps

Problem 1: Phishing

Phishing is a fake email that tries to trick you. It may look like it came from your bank or from Hostvento. It asks you to click a link and type your password. The link leads to a fake page.

What to do:

  1. Stop and look at the sender address. Check for small spelling mistakes.
  2. Do not click links in emails that ask for passwords. Type the website address yourself.
  3. Be careful of mails that rush you, like "Act now or lose your account".
  4. Delete the mail if it looks wrong.

Problem 2: Weak passwords

A short or simple password is easy to guess. If someone guesses it, they can read your mail and send spam in your name.

What to do:

  1. Use at least 12 characters.
  2. Mix letters, numbers and symbols.
  3. Use a different password for each account.
  4. Change it right away if you think someone saw it.

Problem 3: Spam

Spam is unwanted bulk email. It fills your inbox and can hide real mail. Some spam has dangerous links.

What to do:

  • Turn on the spam filter in cPanel. Look for Spam Filters in the Email section.
  • Never reply to spam.
  • Mark junk mail as spam in your mail program.

Problem 4: Dangerous attachments

An attachment is a file sent with an email. Some files hide viruses. A virus is a harmful program that can damage your computer or steal data.

What to do:

  • Do not open files you did not expect, even from people you know.
  • Be extra careful with files ending in .exe, .zip or .js.
  • Keep an antivirus program on your computer and keep it updated.

Problem 5: Mail sent in the open

If your email program does not use encryption, others on the network may be able to read your mail while it travels. Encryption scrambles data so only the right person can read it.

What to do:

  • Turn on SSL/TLS in your email program.
  • Do not use public Wi-Fi to check important mail unless you have to.

Problem 6: Fake sender names

Spoofing is when someone pretends to send from your address. Records called SPF and DKIM help receivers spot fakes. Ask Hostvento support whether they are set up for your domain.

Tip: If you think an account was hacked, change its password at once. Then open a ticket at https://secure.hostvento.com/submitticket.php.

Quick recap

  • Do not click links or open files you did not expect.
  • Use long, unique passwords.
  • Turn on spam filters and SSL/TLS.
  • Keep antivirus software up to date.
  • Change your password quickly if you suspect a problem.