Email is still the number one business communication tool — and the number one target for cybercriminals. We regularly meet companies where vital emails never arrive, client messages bounce, or important security controls are missing because the right licences and settings weren’t in place.
If your organisation relies on email for proposals, purchase orders or client approvals, lost emails mean lost revenue.
Here’s why email security and correct licensing deserve your attention.
Why email security is a business issue, not just IT’s problem
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Email is the top attack vector. The vast majority of cyberattacks start with a malicious email (phishing, ransomware, invoice fraud).
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Deliverability affects reputation. If your domain gets blacklisted, customers’ email systems may block you entirely, often without telling you.
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Compliance and trust. Data-protection rules (like UK GDPR) require you to safeguard customer information in transit.
When the right security and licensing aren’t in place, all three are at risk.
The licence gap: Why the “cheapest plan” can cost you more
Many small and mid-sized businesses sign up for basic email licences (for example, Microsoft 365 Business Basic) to save a few pounds per user. But those plans often exclude advanced security features such as:
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Advanced Threat Protection (ATP) to filter sophisticated phishing
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Data Loss Prevention (DLP) policies to stop sensitive info leaving the business
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Mailbox audit logs for investigating suspicious activity
Without these, your team is more exposed, and you may not even know when emails fail or are intercepted.
Bottom line: The licence that “just does email” may not keep email working when you need it most.
DNS Records: The hidden keys to email deliverability
Even with the right licence, your domain needs the correct DNS records so other mail servers trust your email. Think of these as the digital signatures proving your messages are legitimate.
Here are the big three, explained simply:
| Record | What it Does | Plain-English Analogy |
|---|---|---|
| SPF (Sender Policy Framework) | Lists the servers allowed to send email on your behalf. | A guest list at the door so only approved senders get in. |
| DKIM (Domain Keys Identified Mail) | Cryptographically signs outgoing mail so recipients know it wasn’t altered. | A tamper-proof wax seal on a letter. |
| DMARC (Domain-based Message Authentication, Reporting & Conformance) | Tells receiving servers what to do if a message fails SPF or DKIM (e.g., quarantine or reject) and sends you reports. | Instructions to the bouncer: “If the ID doesn’t match, don’t let them in — and tell me about it.” |
Without these records configured correctly, your legitimate email can be mistaken for spam, or criminals can spoof your domain to trick your customers.
Signs your email setup needs attention
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Clients report not receiving your emails or messages end up in junk folders.
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You’ve never checked whether SPF, DKIM and DMARC are configured.
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Your Microsoft 365 plan is the entry-level tier and hasn’t been reviewed in years.
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You don’t have visibility of who logs in from where or when suspicious activity occurs.
If any of these sound familiar, you may already be experiencing deliverability issues without realising.
Practical steps to protect your business email
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Audit your licences.
Make sure every mailbox is on a plan that includes advanced security (e.g., Microsoft 365 Business Premium). -
Configure SPF, DKIM and DMARC.
Your IT provider or DNS host can add these records; once set, monitor the DMARC reports to ensure legitimate mail is passing. -
Enable Multi-Factor Authentication (MFA).
A simple extra code at login blocks the majority of account-takeover attempts. -
Review admin access.
Limit global admin rights and monitor sign-ins with conditional access policies. -
Educate your users.
Run short phishing-awareness sessions — human error is still the biggest risk.
Final thoughts
Email downtime or spoofing isn’t more than an IT nuisance, it’s a business continuity issue. The cost of a missed contract, an undelivered invoice, or a phishing-led data breach dwarfs the small investment in the right Microsoft 365 licences and correct DNS configuration.
Next step: Ask your IT partner for a quick email-security health check. It takes less than an hour to confirm your SPF, DKIM and DMARC records are in place and that your licences include the protections modern SMEs need.
