Email setup and support are some of the services offered to SMEs by managed IT service providers. The service has many elements, including connecting email addresses to a mail client, creating email signatures, automating replies, designing rules to filter spam, and ensuring that individual employees’ emails are synchronised across multiple devices. It also includes the prevention of spoofing.

What is spoofing?

Spoofing refers to cases where a hacker hijacks an email account and uses it to send out spam emails. The recipients of the spam think your business sent it because it came from your company. It is a common problem suffered by many SMEs.

The recipients of the junk mail may email you back complaining about the spam. Another sign of spoofing is when your business receives hundreds, if not thousands, of bounce-back messages on emails that were sent through your account and correctly rejected as spam by recipient servers.

By hacking your email address, a spammer increases the chance that victims will open the spam emails, click on a malicious link, and download a virus. When the victims discover the damage, they will naturally blame you, not the hacker.

Protect your email account username and password

If your business email account has been used for spoofing, it means that someone has the email address, account username and password. This can easily happen if one of your employees has been careless with those details.

A worse case is when a trojan or virus has slipped past your IT security and is operating on your computer, without your knowledge, to collect keystrokes and other data.

Potential solutions

If your business email account has been hacked, it means a spammer has obtained the account username and password. Change them immediately.

Scan all your computers for malware and viruses. Ideally, you already have anti-virus software installed on your business network. Make sure you upgrade it every time a new update becomes available.

Next, set up a Sender Policy Framework (SPF) record. It is an email authentication method used to indicate to mail exchanges the hosts that are authorised to send mail for your domain. Although the method is not perfect, it can help.

If you’re looking to protect your SME business email from spoofing, you need a professional managed IT service provider. To learn more, please feel welcome to contact one of our Rapid IT Support team.