Steps to Setting Up Company Email In Mobile
Regular access to corporate emails is important for businesses. The proliferation of mobile devices and operating systems adds complexity to the setup process. Mobile devices and their associated operating systems need to be configured properly in order for corporate emails to be accessed and used in the optimum way. This article provides the steps to setting up company email in mobile.
Establishing a Connection
The first step in setting up corporate email in mobile is to establish a connection with the company’s hosting server. This requires a secure connection to the server, which means preferably utilizing a Virtual Private Network (VPN). Once the secure connection is established, then other steps can be followed to access the corporate emails.
Configuring Email in Mobile
The email must be configured with the specific email address and password that the user has been supplied with by their company. Specific settings like the domain name, POP3 or IMAP server settings, SMTP server settings, port numbers, and SSL or TLS settings need to be set up according to the hosting server’s instructions.
Activating Auto-sync
To maintain a regular stream of emails, it helps to configure mobile devices to automatically synchronize with the company’s email server. This synchronisation is generally referred to as auto-sync. Once enabled, emails sent from the company email address automatically appear on the user’s mobile device.
Ensuring Antivirus Protection
Having emails automatically synchronized to a mobile device means the user will be attaching their mobile device to the corporate network. This increases the risk of malware getting installed into the user’s system. Antivirus protection can help to mitigate this risk by scanning emails regularly and blocking any suspicious ones.
Enabling Push Notifications
Push notifications can be enabled to alert users that they have received emails and allow them to respond quickly to emails. This is especially beneficial for users who want to remain in touch even when they are away from their desktop or laptop computer.
Ensuring Regular Backup of Emails
It is important to back up emails in case of mobile device malfunction or theft. Companies can set up automatic cloud backup of emails, helping to ensure that any emails stored on the mobile device can be retrieved in the event of a disaster.
Disabling Personal Accounts
It is important for companies to protect their emails from unauthorized access. Companies should ensure that all personal accounts disabled or removed from business-issued mobile devices. This will help to prevent any third parties from accessing emails sent from a company email address.
Creating a BYOD Policy
Companies should have a Bring Your Own Device (BYOD) policy in place so that users who wish to access corporate emails on their own personal devices can do so securely. The policy should lay out clear rules and guidelines for users to follow when accessing corporate emails on personal devices.
Recommended Security Practices
To ensure the security of emails sent from corporate accounts, it is important for companies to follow some basic security practices. These include using only secure networks, setting up two-step authentication, using secure passwords and changing them regularly, and turning off auto-filling of personal information on websites.
Accounts and Access Management
It is important to review accounts regularly to ensure their continued security. Companies should monitor their email accounts and restrict access only to authorized individuals. This helps to prevent unauthorized users from accessing the corporate emails.
Using Mobile Device Management Software
Organizations should use Mobile Device Management (MDM) software to manage the security of corporate emails. MDM software can help to control email access, enforce policies, and monitor usage to help ensure the security of corporate emails.
Using Encryption to Secure Email Data
Organizations should also consider using encryption to protect their emails from unwanted access. Encryption can help to ensure that emails and other data sent from a corporate email address remain private and secure.
Remote Wipe of Mobile Devices
Organizations should also implement a remote wiping system so that if a mobile device is lost or stolen, the company can remotely delete all emails from the device. This helps to ensure that sensitive information does not become available to unauthorized individuals.
Monitoring of Employee Activity
Organizations should also periodically monitor employee activity on corporate email accounts. This helps to ensure that employees are not misusing the emails for personal gain or sending out sensitive information that could put the company’s security at risk.
Ensuring Data Protection Compliance
Organizations should also make sure that their email practices and policies comply with data protection laws and regulations. This helps to ensure compliance with local and international laws and regulations relating to the protection of personal data.
Keeping Emails Secure
Organizations should take steps to secure their emails by implementing proper procedures to protect corporate emails from unauthorized access. These include secure authentication measures, regular monitoring of employee activity, and encryption protocols for protecting sensitive data.
Employing a Security Specialist
Organizations should consider hiring a security specialist to advise on best practices for securing corporate emails. The security specialist can help to develop a detailed security policy and ensure that proper risk management procedures are put in place to protect corporate emails from misuse and unauthorized access.
Using an Email Encryption Service
Organizations should also consider using an email encryption service for added security. Email encryption services encrypt emails sent and received, ensuring that the data remains secure and confidential.
Using Email Archiving Software
Organizations should also consider using email archiving software to store and preserve emails sent from a corporate account. This helps to ensure that emails are easily accessible and secure against unauthorized access.
Implementing a Firewall
Organizations should also implement a firewall to protect against malicious attacks on corporate emails. Firewalls can help to prevent hackers from accessing email accounts and storing sensitive data.
Using End-to-End Encryption
Organizations should also consider using end-to-end encryption for added security. End-to-end encryption scrambles emails sent and received, making it difficult for unauthorized users to access and read them.
Creating a Backup System
Organizations should create a backup system to ensure that emails sent from a corporate account are securely stored and can be easily recovered in case of data loss or disasters. This helps to ensure that emails remain secure and can be accessed if needed.
