Email security · Southwest Florida
Business Email Security for Southwest Florida Companies
Your inbox is the front door. Most attacks just knock politely.
NerdSquad Managed IT Services filters phishing and malware, blocks spoofed and lookalike senders, rewrites risky links and sets up SPF, DKIM and DMARC so nobody can send email as you. Encryption and archiving are available for regulated firms.
Filtering
Beyond the built-in defaults
Spoofing
SPF, DKIM and DMARC
Links
Scanned when clicked
Wire fraud
Verification procedures
01 · Plain English
What is business email security?
Business email security is the set of filters, settings and habits that keep phishing, malware, spoofed senders and fraudulent payment requests out of your team’s inboxes, and keep criminals from sending email that looks like it came from you.
Microsoft 365 and Google Workspace include basic filtering, and it catches a lot. What gets through is the dangerous part: a convincing message from a lookalike domain, a link that turns malicious after delivery, or a real vendor’s hacked account asking you to update their bank details.
We’re a Managed Service Provider (MSP) in Naples. We layer protection on top of your email platform, set up the domain records most small businesses are missing and help your team spot what software can’t.
What you get
🧹
Advanced filtering
Spam, phishing and malware filtering that looks at sender reputation, domain age and header anomalies, beyond the platform’s defaults. Country blocking and your own allow and deny lists, and if a bad message slips through, we can pull it from every inbox after delivery.
🎭
Impersonation protection
Lookalike domains, display-name spoofing and “CEO” requests flagged before they reach the person they’re aimed at.
🔗
Link and attachment scanning
Links are checked when clicked, not just when delivered. Risky attachments are opened in a sandbox or stripped of active content before anyone opens them.
📮
SPF, DKIM and DMARC
The domain records that stop criminals from sending email as your company, set up and monitored.
🔒
Email encryption
Send patient data, tax documents and financial records securely, with encryption that’s easy for recipients to open. Data loss prevention (DLP) rules catch account numbers and other sensitive data before it leaves.
🗄️
Archiving and retention
Email, Teams chats and text messages kept for the period your rules require, with fast search and legal hold for audits, exams and disputes.
🙋
Reporting suspicious email
A simple way for staff to report a suspicious message, and a real person who looks at it.
📬
Email continuity
If your mail service goes down, email keeps flowing. Your team keeps reading, replying and sending from Outlook, with the last 30 days of mail on hand until service is back.
📎
Secure file sharing and message control
Send large files securely, collect e-signatures and see when a message is opened. Recall a message, block forwarding or set it to expire. Recipients don’t need an account.
🎓
Phishing training
Simulated phishing emails and short lessons, so your team learns to spot what filters miss.
02 · The mailroom
How incoming email gets sorted
Think of email security as a mailroom that opens every envelope before it reaches a desk. Most mail goes straight through. Some gets held, some gets thrown out, and some gets a second look before anyone acts on it.
Today’s mail
Inbox for accounting@
✉
Invoice #4471
billing@yourvendor.com · Sender authenticated · known contact
Delivered
✉
Quick favor: gift cards
ceo@yourc0mpany.com · Lookalike domain · urgent request
Quarantined
✉
Shared file: Payroll.xlsx
docs@share-files-secure.co · New domain · credential page behind link
Link blocked
✉
Updated wire instructions
accounting@yourtitleco.com · Payment change · verify by phone
Held for review
✉
October events
news@chamber.org · Sender authenticated · newsletter
Delivered
Illustration. Senders and messages are examples. Real decisions depend on authentication results, reputation and your policies.
Phishing
Fake login pages, “your mailbox is full” warnings and shared-file lures that steal passwords.
Links checked when clicked, including links that change after delivery
Known phishing kits and newly registered domains blocked
MFA on every account, so a stolen password alone isn’t enough
Had a close call with a fake invoice or wire request?
Tell us what happened. We’ll look at how it got through and what would stop the next one.
03 · Your return address
SPF, DKIM and DMARC, explained without the jargon
These three DNS records prove that email claiming to be from your domain really is. Without them, anyone can send email “from” your company, and more of your legitimate email lands in spam.
SPF
Who’s allowed to send
A list of the services allowed to send email for your domain, like Microsoft 365, your CRM and your billing system.
DKIM
A tamper-proof seal
A digital signature on each message that proves it came from you and wasn’t changed on the way.
DMARC
What to do with fakes
Tells receiving servers to reject or quarantine email that fails the checks, and sends you reports about who’s trying.
We start DMARC in monitoring mode, confirm every legitimate service that sends as you, then move to enforcement so spoofed email is rejected. Rushing that last step is how invoices from your billing system end up in spam.
04 · The expensive email
Stopping wire fraud and payment redirection
Business email compromise is one of the costliest crimes reported to the FBI, and it rarely involves malware. It’s a convincing email asking someone to pay an invoice, change bank details or send a wire.
A written rule: payment changes are confirmed by phone, using a number you already have
Alerts for first-time payment instructions and lookalike senders
Mailbox monitoring for forwarding rules that hide replies
Extra verification steps for advisers, title companies and real estate closings
Training that uses the scams your team is actually seeing
Technology narrows the gap. A two-minute phone call closes it.
05 · Which plan includes this?
Email protection on every plan, with add-ons for regulated firms
Every plan includes Microsoft 365 or Google Workspace management, MFA and email authentication. Advanced email security, encryption and archiving are added based on your risk and rules. Security awareness training is part of every plan.
What you get
Endpoint Starter
Endpoint Pro
Endpoint 360
Microsoft 365 / Google Workspace management
✓ Included
✓ Included
✓ Included
MFA enforcement and sign-in monitoring
✓ Included
✓ Included
✓ Included
SPF, DKIM and DMARC setup
✓ Included
✓ Included
✓ Included
24/7 SOC monitoring and MDR
—
—
✓ Included
Advanced email security and impersonation protection
Add-on
Add-on
Add-on
Email encryption
Add-on
Add-on
Add-on
Email archiving and retention
Add-on
Add-on
Add-on
Security awareness training
✓ Included
✓ Included
✓ Included
Your written proposal lists exactly what’s covered.
Compare the three plans →Insurance application asking about email security?
We’ll show you what you have today and what the questions are really asking for.
06 · Questions owners ask us
Email security FAQ
What is business email security?
Business email security is the combination of filtering, impersonation protection, link and attachment scanning, domain authentication (SPF, DKIM and DMARC), encryption and user training that keeps phishing, malware and fraud out of your inboxes and stops others from sending email as you.
Isn’t Microsoft 365 or Google Workspace filtering enough?
The built-in filtering catches a lot of spam and known threats. Targeted phishing, lookalike domains, links that turn malicious after delivery and compromised vendor accounts are what get through, and they’re the messages that cause the biggest losses.
What are SPF, DKIM and DMARC?
They’re DNS records that prove email from your domain is legitimate. SPF lists who can send for you, DKIM signs each message and DMARC tells other servers what to do with email that fails the checks. Together they stop criminals from spoofing your exact address.
Will DMARC break our email?
Not if it’s done in stages. We start in monitoring mode, identify every service that sends as your domain and fix their settings before moving to enforcement.
What is business email compromise (BEC)?
BEC is fraud that uses email, often from a lookalike or hacked account, to trick someone into paying a fake invoice, changing bank details or sending a wire. It usually involves no malware, which is why verification procedures matter as much as filters.
How do we send encrypted email?
With email encryption, your staff send a secure message, often by adding a keyword or clicking a button, and the recipient opens it through a secure portal or their own email app. It’s used for patient data, tax documents and financial records.
Do financial advisers need email archiving?
Advisers and broker-dealers have recordkeeping obligations under SEC and FINRA rules that typically cover business email. Archiving keeps messages for the required period with search and legal hold. Your compliance officer confirms the specifics.
What should staff do with a suspicious email?
Don’t click, don’t reply and don’t forward it to coworkers. Report it to us. If it involves a payment, call the requester at a number you already have. We review reported messages and remove similar ones from other inboxes if needed.
Can you help after someone clicked a phishing link?
Yes. Call 239-465-0079 right away. We reset the password, check for new forwarding rules and sign-ins, scan the device and look for other messages from the same campaign.
Is email security included in your plans?
Every plan includes Microsoft 365 or Google Workspace management, MFA and email authentication. Advanced filtering and impersonation protection, encryption and archiving are added based on your needs. Security awareness training is part of every plan.
By industry
Title companies, advisers, accountants and medical offices are favorite targets for invoice and wire fraud.
Near you
We’re based in Naples. Cybersecurity pages by city:
Email security check
Find out who can send email as you
Tell us your domain and what email platform you use. We’ll check your SPF, DKIM and DMARC and tell you plainly what’s missing.
Whether your domain can be spoofed
Gaps in filtering and impersonation protection
Encryption and archiving options for your rules
NerdSquad Managed IT Services · Naples, FL · 239-465-0079
Request an email security check
A real person reads every message. Please don’t send passwords or sensitive data.
