Switching to cloud-based email services often improves your business's protection against spam and viruses compared to traditional on-premise email setups. Cloud email providers typically include advanced filtering technologies that scan incoming messages for malicious content, phishing attempts, and unsolicited spam before they reach your inbox. This means fewer distractions for your staff and a lower risk of malware infections that can disrupt your operations.
Why this matters for UK SMEs
For small and medium-sized businesses in the UK, email is a critical communication tool. If your email system is flooded with spam or infected by viruses, it can cause downtime, data breaches, or loss of customer trust. For example, a ransomware attack triggered by a malicious email attachment could lock your files and halt your work until you pay a ransom or restore from backups. Additionally, UK regulations like the Data Protection Act 2018 and UK GDPR require you to protect personal data, and failing to prevent email-borne threats could lead to compliance issues and ICO investigations.
A typical scenario
Imagine a 50-employee UK marketing agency using an on-premise email server. They start noticing a rise in spam emails and a few staff accidentally open phishing messages, leading to a malware infection that slows down their network. Their IT partner recommends migrating to a reputable cloud email service with built-in spam and virus protection. After the move, the agency experiences a significant drop in spam reaching inboxes, and the cloud provider's automatic updates and threat intelligence reduce the risk of new malware attacks. The IT partner also sets up multi-factor authentication (MFA) and regular security reviews to strengthen overall email security.
What to check and ask your IT provider
- Filtering capabilities: Does the cloud email service include real-time spam and virus scanning with automatic updates?
- Threat intelligence: How quickly does the provider respond to new threats and emerging phishing campaigns?
- Data residency and compliance: Are your emails stored in UK or EU data centres to meet data protection requirements?
- Backup and recovery: What options are available for email backup and restoring deleted or corrupted messages?
- Access controls: Is multi-factor authentication (MFA) supported and enforced?
- Logging and monitoring: Can you review email access logs and security alerts easily?
Simple internal checks
- Review your current spam filter effectiveness by checking how many unwanted emails reach staff inboxes.
- Ensure all users have strong, unique passwords and MFA enabled.
- Check that your IT provider regularly updates email security rules and virus definitions.
- Verify backup procedures for email data and test restoring messages periodically.
While cloud email services generally offer stronger spam and virus protection, the overall security depends on proper configuration, user training, and ongoing management. It's advisable to discuss your specific needs and risks with a trusted managed IT provider who understands UK SME requirements. They can help you choose the right cloud email solution, implement security best practices, and maintain compliance with relevant UK data protection standards.