Email Hosting

Invaluable Tool for Communication

Email has evolved to become an invaluable tool for communication, surpassing voice communication in many business contexts. It has grown in functionality, integrating with calendars, file sharing systems, and various productivity tools, thus offering a more comprehensive and versatile communication solution than traditional voice calls. The ability to send detailed information quickly and across different time zones further underscores its importance in the global business landscape.

In addition, businesses should be implementing additional security measures to protect email communications. Measures such as Multi-Factor Authentication (MFA) add an extra layer of security by requiring users to provide two or more verification factors to gain access to their email accounts. Advanced spam filtering is also essential to protect against phishing attacks, malware, and other harmful threats that can compromise sensitive information and disrupt business operations.

Over 90% of successful cyber-attacks begin with a phishing email. These scams involve fake links or websites that appear legitimate but are designed to trick you into sharing sensitive information such as passwords, social security numbers, or credit card details. (Source: Cybersecurity Ventures)

Email Systems Supported

• Microsoft Exchange
  Microsoft Exchange is a widely used email server solution that provides a comprehensive suite of email, calendar, and task management services. It is designed for businesses that require email functionalities combined with advanced collaboration tools. Exchange offers features such as shared mailboxes, calendar sharing, and integration with other Microsoft Office applications. Additionally, it provides built-in security measures, including anti-spam and anti-malware protection, as well as data loss prevention (DLP) capabilities to safeguard sensitive information.
• Google Suite (G Suite)
  Google Suite, now known as Google Workspace, is another popular email hosting service that combines email with a suite of productivity tools. With Gmail at its core, Google Workspace offers features such as Google Drive for file storage, Google Calendar for scheduling, and Google Docs, Sheets, and Slides for document creation and collaboration. The platform is known for its user-friendly interface and strong integration across services, allowing for seamless workflow enhancements. Google Workspace also provides strong security measures, including automated spam filtering and phishing protection, making it a reliable choice for businesses of all sizes.
• Hybrid Email Systems
  Hybrid email systems combine features from different email protocols and platforms to offer a more tailored solution for businesses. These systems can integrate on-premise servers like Microsoft Exchange with Cloud-based services such as Google Workspace to provide seamless collaboration and robust email management capabilities. Hybrid solutions are particularly beneficial for organizations with diverse needs, allowing for scalability, redundancy, and enhanced security. However, implementing such systems can be complex and may require skilled Information Technology (IT) professionals to ensure proper configuration and maintenance. Ensuring security measures like Multi-Factor Authentication (MFA) and end-to-end encryption within hybrid setups is crucial to protect against potential vulnerabilities.
• Traditional POP Mail
  Traditional Post Office Protocol (POP) mail is one of the earliest methods of email retrieval, allowing users to download emails from a server to their local device. While this method provides simplicity and does not require a constant internet connection once emails are downloaded, it has notable limitations. Post Office Protocol (POP) mail typically lacks advanced features such as synchronization across multiple devices, integrated calendar and task management, and enhanced security options offered by more modern systems like Microsoft Exchange or Google Workspace. Despite these limitations, Post Office Protocol (POP) mail may still be suitable for individuals or small businesses with basic email needs and limited resources.

Advanced Email Security Tools

In addition to optimizing your email systems, setting up additional Domain Name Services (DNS)-based records like DKIM, SPF, and DMARC is crucial for blocking bad senders. These advanced email security protocols are essential for protecting against spoofing, phishing, and other forms of email fraud. Implementing these measures can significantly enhance the integrity and authenticity of email communications, creating a more secure environment for both senders and recipients. Regular monitoring and adjustments to these policies ensure that the security measures remain effective, offering maximum protection against evolving email threats.

Ensuring the security of email communications extends beyond basic security protocols. Leveraging DNS (Domain Name Services) for advanced email security allows businesses to implement additional layers of protection through mechanisms such as DomainKeys Identified Mail (DKIM), Sender Policy Framework (SPF), and Domain-based Message Authentication, Reporting & Conformance (DMARC). These Domain Name Services (DNS)-based records help to authenticate email, reduce spam, and prevent phishing attacks, thereby protecting both the sender and the recipient from malicious activities.

• Multi-Factor Authentication (MFA)
  Multi-Factor Authentication (MFA), a crucial security feature mandated by Intrada, provides an essential layer of identity verification. It requires users to authenticate their identity through multiple factors before accessing systems or accounts. By combining something you know (like a password), something you have (such as a smartphone), or something you are (like a fingerprint), MFA drastically reduces the risk of unauthorized access—even if passwords are compromised.
• DKIM (DomainKeys Identified Mail)
  DomainKeys Identified Mail (DKIM) is an email authentication method that allows the receiver to check that an email was sent and authorized by the domain owner. It works by adding a digital signature to the header of an email message, which can be validated by the receiver’s mail server using the sender’s public cryptographic key published in the Domain Name Services (DNS) records. This validation ensures that the email content has not been altered during transit, thereby providing a layer of integrity and authenticity to the communication.
• DMARC (Domain-based Message Authentication, Reporting & Conformance)
  Domain-based Message Authentication, Reporting & Conformance (DMARC) builds upon the DomainKeys Identified Mail (DKIM) and Sender Policy Framework (SPF) protocols to provide an additional layer of security. It allows domain owners to publish a policy in their DNS records on how to handle emails that fail DomainKeys Identified Mail (DKIM) or Sender Policy Framework (SPF) checks. Domain-based Message Authentication, Reporting & Conformance (DMARC) also provides a reporting mechanism so that domain owners can see how their email is being managed and detect unauthorized email activities. By implementing Domain-based Message Authentication, Reporting & Conformance (DMARC), businesses can instruct receiving servers to quarantine or reject emails that do not pass DomainKeys Identified Mail (DKIM) or Sender Policy Framework (SPF) checks, thus significantly reducing the risk of phishing and other fraudulent email activities.
• DNS Protection
  DNS Protection secures your domain by monitoring and blocking malicious requests at the DNS level. By preventing communication with harmful domains, DNS protection safeguards your network from phishing, malware, and other cyber threats before they can reach your systems. This proactive security layer ensures a safer browsing experience and helps maintain the integrity of your business’s online resources.
• Email Filtering Solutions
  Email filtering solutions act as a frontline defense against spam, phishing attempts, and malicious attachments. By scanning incoming and outgoing emails for harmful content and suspicious activity, these tools help prevent threats from reaching users' inboxes. Advanced email filtering solutions use machine learning and threat intelligence to adapt to evolving tactics, ensuring robust protection against emerging email-based attacks.
• Endpoint Detection and Response (EDR)
  EDR tools provide advanced protection for endpoints such as laptops, desktops, and mobile devices. These tools monitor and analyze endpoint activity in real-time, enabling quick detection and response to threats. By isolating infected devices, alerting administrators, and providing detailed threat intelligence, EDR mitigates potential damage from malware, ransomware, and other targeted attacks.
• Office Protect
  Office Protect enhances the security of your Microsoft 365 environment by offering configurable security policies, automated monitoring, and alerts for suspicious activity. Its straightforward dashboard makes it easy to manage security settings and monitor risks, reducing the likelihood of account compromise and unauthorized access to sensitive business data.
• SPF (Sender Policy Framework)
  Sender Policy Framework (SPF) is designed to detect and prevent spammers from sending messages on behalf of your domain. By adding a Sender Policy Framework (SPF) record to your Domain Name Services (DNS) zone file, you can specify which mail servers are permitted to send email on behalf of your domain. When incoming mail servers receive emails from your domain, they can check the Sender Policy Framework (SPF) record to verify that the sender is an authorized server. This not only reduces the risk of spoofing but also enhances the reputation of your domain by minimizing the chances of your emails being flagged as spam.

Training Staff

Effective email security is paramount in today's digital landscape, where threats like phishing are ever-present. Phishing attacks, which use deceptive emails to trick recipients into revealing sensitive information or installing malicious software, are a significant concern for organizations of all sizes. According to recent statistics, phishing attacks account for more than 80% of reported security incidents.

Training employees on how to recognize and respond to phishing attempts is crucial for maintaining high levels of awareness and vigilance within an organization. Regular email security training helps ensure that staff are up-to-date on the latest phishing tactics and understand the importance of scrutinizing email content and sender information.

Intrada's Dedication to Excellence

Intrada understands the importance of email and works with clients to deploy and support systems for security, stability, and usability. By prioritizing these critical aspects, Intrada ensures that businesses can rely on their email systems for seamless and secure communication. From implementing advanced security measures, such as encryption and Multi-Factor Authentication (MFA), to providing ongoing support and maintenance, Intrada's expertise guarantees that email platforms meet each client's unique needs. With a commitment to continuous improvement and customer satisfaction, Intrada is dedicated to crafting reliable email solutions that empower businesses to operate efficiently and securely.