Keep Your Out-of-Office Emails Cyber Safe

Setting up an out-of-office (OOO) email might seem like a routine task, but it's important to remember that cybercriminals often exploit these messages to gather information about your organization. By understanding the potential risks and implementing some best practices, you can ensure your OOO messages remain secure and don't inadvertently expose your business to cyber threats.

Why Cybersecurity Matters for OOO Messages

Cybercriminals often look for any opportunity to exploit vulnerabilities. OOO messages can sometimes provide them with useful information about your company, such as the absence of key personnel, alternate contact details, and internal team structures. This information can be used in various types of cyber attacks, such as phishing or social engineering.

Here's an example of a OOO message that can be exploited by cybercriminals:

Best Practices for Crafting Secure OOO Messages

1. Limit Information Shared:

   Avoid sharing too much detail about your absence. Simply stating that you are out of the office and will return on a certain date is sufficient. There's no need to specify that you are on vacation or provide your exact location.

 2. Use General Contact Information:

   Instead of providing direct contact details of specific colleagues, use a general email address or phone number. This prevents cyber criminals from targeting individuals directly.

 3. Be Cautious with Internal Details:

   Don't disclose internal information or organizational roles in your OOO message. Keeping your internal structure private makes it harder for attackers to exploit your absence.

 4. Enable Multi-Factor Authentication (MFA):

   Ensure that your email account is protected with MFA. This adds an extra layer of security, making it more difficult for unauthorized users to gain access.

 5. Regularly Update Security Protocols:

   Keep your email system's security protocols up-to-date. Regular updates and patches help protect against known vulnerabilities that could be exploited by cyber criminals.

Example of a Cyber-Safe OOO Message

Here's a template for a secure out-of-office email:

Subject: Out of Office

Thank you for your message. I am currently out of the office and will return on [Date]. During this period, I will have limited access to email.

For urgent matters, please contact our support team at [email protected] or call [General Phone Number].

Best regards,

[Your Name]

[Your Position]

Stay Vigilant. It's essential to remain vigilant about cyber security, even when you're out of the office. By taking these precautions, you can help protect your business from potential threats and ensure that your absence doesn't become a vulnerability.

By following these guidelines, you can craft out-of-office messages that are informative yet secure, reducing the risk of cyber attacks while you’re away.

At PACE Technical, we're committed to providing you with the tools and knowledge needed to keep your business safe from cyber threats. For more tips on cyber security and best practices, visit www.pacetechnical.com

Author:

Mel Duncan
Manager, Marketing Communications & Culture