Follow These 7 Strong Password Best Practices
Its a sign of the times that we have a day designated as World Password Day. Each year on the first Thursday in May, organizations around the world are reminding users of the importance of a strong password.
Many people still overlook the power of their passwords and naively assume that a simple sequence such as bigblackcat or qwerty1234 protects them from cybercriminals. Regardless of your industry or your organizations level of built-in cybersecurity protection, simple passwords are nothing but trouble for your employees, network, and data.
Its important that every password your employees use is unique and uses a combination of upper- and lowercase letters, numbers, and special characters. This includes not just the passwords employees use to login to your network, email, and cloud applications, but also their personal passwords for social network sites, personal email, online banking, and e-commerce sites.
Remember, company employees can access both personal and company websites and apps on company laptops, smartphones, and mobile devices and personal equipment if you have a BYOD policy. Every login is a chance for a cybercriminal to hack into the company network and steal data.
Types Of Password Protection
Before getting into anything, well want to mention what password protecting your emails in Outlook actually does for you. When password protecting emails, the contents of the email are encrypted and changed from readable text to a cipher text. Only those who have the private key, which matches the public key that was used to encrypt the message can read it properly.
The Outlook app on MacOS and Windows 10 uses S/MIME encryption, and Office 365 Message Encryption. S/MIME is the most common type of encryption, and is the most accepted by other email clients. This is also the most complicated encryption type, and youll need to purchase or have a S/MIME certificate already configured on your computer by your IT admin to use it.
It is also worth noting that Outlook.com web app uses uses opportunistic Transport Layer Security to encrypt the connection with a recipients email provider. With TLS, the message might not stay encrypted after the message reaches the recipients email provider. If youre looking for the most secure password protection, the Outlook app is the way to go. But, if youre looking for the most simple, the Outlook Web app is what you might want to use.
Weak Passwords Vs Strong Passwords
Weak Passwords Consists of lowercase characters. Example password. These are the short passwords that might be your name, DOB, a combination of name and your year of birth, etc.
Most people also pick passwords from a dictionary, choose pet names, or use their favorite travel destinations. Choosing a weak password in this manner allows hackers to guess and crack the password very easily. The good part here is the email providers wont accept the weak passwords anymore.
Medium Passwords Medium passwords are usually a mix of characters and numbers. Example Passw0rd. They are lengthier than weak passwords .
However medium passwords arent hack-proof. There are few applications that accept medium passwords but have a habit of changing passwords at least every 2 months or so. Adding a mix of special characters and numbers to medium passwords will make them more secure.
Strong Passwords Its a mix of upper and lower case letters, numbers, symbols, and even non-keyboard characters. Example Pa$$w0rd@2020!.
Strong passwords are unique passwords and more than eight characters in length. This makes it difficult for hackers who typically use a tool to crack the passwords.
Don’t Miss: How To Create A Com Email Address
Enter Account Settings Manually
If Mail can’t find your email settings, then you need to enter them manually. Tap Next, then follow these steps:
If you still can’t set up your email account or save your email settings, contact your email provider.
Someone Is Impersonating Me
If you believe someone has created a Gmail address to try to impersonate your identity, you can:
- File a report with the Internet Crime Complaint Center.
- Contact your state’s Office of Consumer Protection.
You May Like: Why Does My Email Not Work
Use A Password Manager And A Random Password Generator
A password manager keeps track of all of your passwords and does all the remembering for you, except for one thing the master password which grants you access to your password manager. For that big kahuna, we encourage you to use every tip and trick listed above.The programs also come with generators, such as the Avast Random Password Generator shown below, so you can create super-complicated, extra-long passwords that are infinitely more difficult to crack than any passwords a human might come up with. PC Magazine has a series of recommendations of password managers here.
Additional Secure Mail Key Notes
Review email apps on all your devicesLearn more about OAuth email appsGet one secure mail key for each email addressGood to know:Access your AT& T email account without an OAuth mail app or secure mail keyA secure mail key wont affect your AT& T email passwordKeep your secure mail key as long as you likeCreate a new secure mail key for a blocked or locked accountGive your secure mail key a nickname
Recommended Reading: How To Delete More Than 50 Emails In Gmail
How To Set Up Your Email Account Automatically
If you use an email provider like iCloud, Google, or Yahoo, Mail can automatically set up your email account with just your email address and password. Here’s how:
If you don’t see your email provider, tap Other to add your account manually.
Set Up Email On Devices And In Mail Apps
No matter which device or email app you’re using, the steps to setting up a Shaw email address so you can send and receive mail will be similar.
These are the email settings we recommend you use, when asked:
Account Type: IMAPUsername: Your Shaw email address without .caPassword: Your Shaw email passwordEmail address: Your Shaw email addressIncoming Server Name: imap.shaw.caIncoming Server Security Type: SSLIncoming Server Port: 993Outgoing Server Security Type: TLS , SSL , STARTTLSOutgoing Server Port: 587
If youre setting up Exchange ActiveSync, use these settings:
Email address: Your Shaw email addressDomain: shaw.caUsername: Your Shaw email address, without .caPassword: Your Shaw email passwordExchange server: wm.shaw.caUse secure connection : Yes Use client certificate: No
Recommended Reading: How To Mass Delete Emails On Iphone
Dont Allow Browser Or Mobile Phone To Remember Your Email Account Or Passwords
Some email services have an option where the web browser will remember your account unless you tell it not to. In this case, it doesnt necessarily remember the password, but your email account is remembered in the web browser. The next time you opens the email sign in page, your email address will be listed and all that is required is for someone to enter the password. Dont allow the web browser to remember your email account, particularly on devices that you dont own. This permission request will often show up as Do you trust this browser? Choose no.
Some web browsers and mobile phones will ask if you want it to store your email passwords or to remember me. In this case, it will remember both your email account + passwords. If you are concerned that someone else may have access to your devices, dont allow it to store your passwords. This may be convenient for some less sensitive accounts, such as your Netflix log-in, but for your email account, you want it to be secure.
If They Initiated The Request Help Them Re
In this context, the only goal that matters is getting them to a page to reset their password.
Its also handy to provide easy-to-access options for getting support. The easier it is to resolve problems resetting their password, the happier theyll be. This can be as simple as including your support phone number or email, like in the example below.
Its worth noting that if users can reply directly to the email, the customer support agent would have access to the original password reset URL. Hopefully, your support team is trustworthy enough not to abuse that, but its worth keeping in mind. If security is crucial for your application, a no-reply address may be a better option.
Recommended Reading: How To Find Someone By Email On Twitter
Treat Your Keyboard Like A Constellation
Your keyboard is a blank canvas, ready to help you create your strongest password yet. Draw patterns meaningful to you across the keyboard, including letter and numbers . The shapes could be your initials, your first name, or a geometrical shape like your favorite constellation to create your password of choice.
These two methods can generate random and secure passwords that are as easy to remember as your favorite song or constellation. In addition to strong passwords, experts also recommend turning on multi-factor authentication. A wide variety of websites support multi-factor authentication today, including Dropbox, Gmail and most banking websites. While theres no fool-proof way to prevent hackers gaining access to your data or your identity, taking a few easy steps drastically reduces your risk.
Tips For A Secure Email
An email address is essential for most transactions these days, from activating a mobile smartphone, to making online purchases, to setting up an online account. An email address is more than just another method for someone to contact you. Your email account may contain sensitive and important communication and is often connected to important accounts, such as your bank. Ensuring that your email address is secure that only you have access to it is critical. This article offers suggestions on how you can make your email address as secure as possible.
You May Like: How To Permanently Unsubscribe From Emails
How To Password Protect Emails In Outlook And Outlookcom
With hacking, spyware, malware, and more, you can never be too safe to make sure that your messages are staying in the right hands. Heres how to password protect emails in Outlook or Outlook.com.
- On the Outlook App: Have a S/MIME certificate installed on your device. Then, check the trust center in settings to make sure youve configured your device and app for S/MIME encryption. You can then password protect your emails by composing the message as you normally would, and then click the Options tab. From there, choose Encrypt and then choose Encrypt with S/MIME.
- On Outlook.com: Simply write your message as normal and click the encrypt button above the To: bar on the top of the user interface.
Password protecting things is a must these days. With hacking, spyware, malware, and more, you can never be too safe to make sure that your messages are staying in the right hands. Thats why, in this guide, we will explain how you can password protect emails in Outlook or Outlook.com and keep your conversations private.
You Don’t Have Access To The Email Account
If you don’t have access to the email account , you can:
- Reach out to your IT department and ask them to allow the internal email address to receive emails from SurveyMonkey by allow listing our info. Then they’ll need to forward you the verification email so you can click the verification link.
- Change the email addressuse an email account that you do have access to.
Recommended Reading: How To Set Up A New Outlook Email Account
If They Didnt Initiate The Request Help Them Understand What That Means And Whether They Should Be Concerned #
With software being used in so many areas of life, it’s more common now to receive a password reset notification without requesting it. That can be due to a simple typo or someone genuinely trying to gain access to someone else’s account.
It can be confusingeven alarmingto receive these emails. A good password reset process should reassure the user that they can take action to resolve the problem.
In high-security systems, you may even want to provide a way for the recipient to automatically invalidate or immediately expire the password reset URL with a single click in the event they didnt initiate the request. A secondary action for I didnt make this request, like the one from Airbnb below, can also help.
Finally, make sure theres an easy way for users to contact support or get help if theyre concerned about their account’s security.
Now that we’ve covered the two primary goals of these kinds of emails, let’s talk about the most important aspect of this guide.
Remember These Strong Password Best Practices
Cybercriminals know that most people create passwords that are easy to remember and will often reuse the same password across multiple accounts. Because of this, all it takes is hacking into one account to easily access the rest of the accounts.
Please take a few minutes to review these seven strong password best practices and to create new passwords for any accounts that do not follow these password guidelines:
You May Like: What Does Cc Mean When Sending An Email
Manage All Your Email Addresses Together
When you sign up for an email account with us, you can create up to 10 alias email addresses. Best of all, you can manage all of them from just one email account. This makes it easy to separate private and business correspondence, and you decide which sender information the recipient will see. In addition, you can use our MailCheck browser add-on to access all your inboxes in just one click. And set up GMX Mail Collector to fetch your messages from different email accounts, even from some other email providers, so you can read and reply to all your messages in your GMX inbox.
Password Reset Email Design Best Practices
Editors note: This guide builds on the tips from our transactional email guide that covers both content and technical best practices that apply to all of your transactional emails. Its a great primer for transactional email in general and will help make sure you get the most value from this guide too.
Password reset emails are one of the most common kinds of email. Its almost impossible to build a software application without an email notification for a forgotten password.
In a way, this fact is exactly what makes the design and content of a reset password email tricky. Theyre so common that theyre easy to take for granted, but there are subtle details that affect whether your password reset emails are convenient and useful or whether they cause confusion.
Read Also: How To Get Rid Of An Email Address