Email is a critical communication tool for most UK small businesses and SMEs, but it also represents a major security risk if not properly protected. Managed IT services address this by implementing specialised email security and spam filtering solutions that block malicious emails, phishing attempts, and unwanted junk mail before they reach your inbox. This helps keep your business communications safe, reduces distractions, and protects sensitive data.
Why email security matters for UK SMEs
Without effective email security, businesses risk downtime caused by malware infections, data breaches from phishing scams, and loss of customer trust if sensitive information is leaked. For example, a phishing email impersonating a supplier could trick an employee into transferring funds to a fraudster's account. Additionally, poor spam filtering wastes staff time sifting through irrelevant or harmful messages, reducing productivity.
UK regulations like the Data Protection Act 2018 and UK GDPR require businesses to take reasonable steps to protect personal data, including through secure email practices. Cyber Essentials certification also emphasises email security controls as part of its baseline requirements.
A typical scenario: how managed IT services help
Consider a UK SME with around 50 employees that relies on email for customer orders and supplier communication. They were experiencing frequent phishing emails and spam flooding employee inboxes, causing confusion and missed messages. Their managed IT provider implemented a cloud-based email security gateway that scans all inbound and outbound mail for threats, applies anti-spam filters, and uses real-time threat intelligence to block emerging risks.
When a new phishing campaign targeted the company's sector, the provider quickly updated the filters and alerted staff with training reminders. This proactive approach prevented any successful attacks and reduced spam by over 90%, improving staff focus and compliance readiness.
Checklist: What to discuss with your managed IT provider
- Do they offer email security solutions that include anti-phishing, anti-malware, and spam filtering?
- Is the solution cloud-based or on-premises, and how does it integrate with your existing email system (e.g. Microsoft 365)?
- How often are threat definitions and filters updated to respond to new risks?
- Do they provide user awareness training or phishing simulations to help staff recognise suspicious emails?
- Are there reporting and alerting tools so you can monitor email security incidents?
- How do they handle false positives (legitimate emails marked as spam) to avoid business disruption?
- What controls are in place for outbound email to prevent data leaks or compromised accounts sending spam?
- Do their services support compliance with UK data protection laws and standards like Cyber Essentials?
Simple internal checks you can perform
- Review who has access to email administration and ensure strong password policies and multi-factor authentication (MFA) are enabled.
- Check your spam folder regularly for false positives and report any issues to your IT provider.
- Ensure your email system is regularly backed up and that backups are stored securely.
- Confirm that all devices accessing email have up-to-date security patches and antivirus software.
Effective email security and spam filtering are essential parts of a managed IT service for UK SMEs, helping to reduce cyber risks, maintain productivity, and support compliance efforts. To ensure your business is protected, speak with a trusted managed IT provider or IT advisor who can assess your current setup and recommend tailored solutions without unnecessary complexity.