Over a generation the association with the word mail or AI has changed. Younger generations will automatically think of email as the obvious association with “you have got mail”. Asking people for their mail address, most people will respond immediately with their email account. That has certainly changed over the last 20 years. Email has become extraordinarily important for contacts, content and “crime”. The original set-up of mail servers were supposed to exchange data and information between trusted and trusting individuals. Nowadays we have become “anyone” on an email-list or part of a cascading email-chain. Pishing emails that try to lure us to potentially fake webpages to enter personal information is widespread. A whole new industry of cybersecurity has evolved in parallel with ever faster pingpong of new threats and costly remedies. Most critical remains the human factor to protect email and vital information from abuse. All training to better manage email should therefore begin with awareness building on the need to take cybersecurity seriously right from the beginning. It is not an issue to deal with towards the end of learning about it. Some general points have become common practice. Think carefully if you need to open the mail. Check whether there are external links in it. Do you really need this extra information? Be careful about the number of persons you forward or put in the copy field of your mail.
Unfortunately the simple mail transfer protocol (SMTP) makes it technically fairly easy to abuse email addresses and send an email from a domain name which you do not own. Same holds true for the content of emails. Originally only basic letters and numbers were allowed, no Umlaut etc. But then the “multipurpose internet mail extensions” (MIME) enabled more formats of attachments and illicit links and files within the email content.
In consequence it became necessary to scan emails en masse for malware and obnoxious content. Hence the quality of your email programs reveals itself with the amount of spam you still receive. Next come the email filters that sort your inbox for spam and other modern plagues like unwanted newsletters or notifications.
In consequence we sometimes wonder that we never received certain emails albeit the person sending it reiterated that the email was sent. Even checking your spam folder in the email program might not solve the issue because your receiving email server has been instructed not to accept emails from previously unknown mail servers. Not much you can do about this as an individual person, you mail server is just not on the so-called white list from which to accept incoming emails.
With a mail address from the big national or international companies you have little to worry about in this respect. Smaller companies or organizations might suddenly face a thorny issue if their i@xy.z address appears on a dubious list. You will end up sending but nobody receives your emails. It might take you quite some time to find out about it and even more to fix the issue. Hence the take home message is, have more than one email address registered on different mail servers to check that sending out and receiving emails works properly for you. Managing an own webpage with email service for members or employees is a nice service, but beware of the implications for cyber security as well.
