Why Email Is So Important to Most People
In an era of instant messaging, social media, and video calls, email remains one of the most essential communication tools. Despite newer technologies, billions of people rely on email daily for work, personal connections, and online services. But why is email still so crucial? Here’s a look at its enduring importance in our digital lives and some tips on how to keep it safe and secure.
1. Universal Communication
Unlike social media platforms that require both parties to be on the same app, email is universal. Anyone with an internet connection can send and receive emails, regardless of their device or location. This makes it the most reliable way to reach people professionally and personally.
2. Professional Necessity
Nearly every job—whether remote, hybrid, or in-office—depends on email for:
– Formal communication with colleagues and clients
– Sharing documents and important updates
– Job applications and career networking
A professional email address is often the first point of contact in business, making it a key part of your professional identity.
3. Central Hub for Online Accounts
Almost every online service—banking, social media, shopping, and subscriptions—requires an email for:
– Account creation & verification
– Password resets and security alerts
– Notifications and updates
Without an email, accessing essential services would be much harder.
4. Documentation & Record-Keeping
Unlike phone calls or instant messages, emails provide a written record of conversations, agreements, and transactions. This is invaluable for:
– Legal and business documentation
– Tracking important deadlines and commitments
– Resolving disputes with proof of communication
5. Marketing & E-Commerce
Businesses rely on email to:
– Send promotions, receipts, and order confirmations
– Build customer relationships through newsletters
– Provide personalized offers based on user activity
For consumers, email is the primary way to manage online purchases, loyalty programs, and subscriptions.
6. Security & Control
Compared to social many media DMs, email offers:
– Better spam filters and security features
– Encryption options for sensitive information
– More control over who can contact you
7. Long-Form Communication
Not every conversation fits in a tweet or text message. Email allows for:
– Detailed explanations and formal correspondence
– Attaching files (contracts, resumes, photos)
– Thoughtful, structured communication
The Future of Email
While new messaging apps come and go, email adapts and evolves. Features like:
– AI-powered sorting (Gmail’s Smart Replies, Outlook’s Clutter)
– End-to-end encryption (ProtonMail, Tutanota)
– Integration with productivity tools (Google Workspace, Microsoft 365)
…help to ensure that email remains relevant in our fast-changing digital world.
For many, email seems to have been around forever (although some of us can remember the dark ages and how to write letters!). Email isn’t just an old technology—it’s a fundamental part of modern life. Whether for work, personal use, or managing online accounts, it offers unmatched versatility, security, and reliability.
Looking after your email
Being such an important service it makes perfect sense that we should think carefully about how we can secure our email, make it work for us better and make sure its safe. One of the first questions you should be asking yourself is “how many email accounts do I actually need?”
I have read of some people having dozens of accounts, every time they create an online account for anything they create a new email account to go with it! This is probably overkill as there are other options (such as aliases) to help.
On the other hand, some people only have one email address or account and just use the one they get with their internet service provider.
It is important to consider this. Let’s start by looking at how many you think you should have, personally I think the absolute minimum should be two email accounts. One that you use for personal private and important stuff and the second one that you use for signing up for newsletters and things that are more likely to get spam. This is largely a personal decision based on how you compartmentalise your life and its related correspondence. Obviously keeping work emails separate from personal is good practice and you will undoubtedly have other divisions that are logical to you.
Another point to remember is that email services normally offer an account recovery option and they’ll require another email account for this purpose. Now you could of course use a friend or relatives email address, but to me it makes sense that you have complete control of the process and you have a second account that you can assign that role to.
Personally I have quite a few different email accounts and to be honest they do tend to get a bit mixed up from time to time, but generally, I’ll try and keep one purely as a burner account for signing up for random stuff. Pretty much anything you do online these days requires signing up with an email account and various other details and in many cases they will be one offs so you don’t want to give out your main email address.
Which email service provider to use?
When you sign up with an Internet Service Provider they will usually give you an email account.
I remember being excited about this when (back when dinosaurs roamed the earth) I signed up for my first dial up account via a CD that came stuck to the front of a magazine.
I soon learned that using this account would end up being a pain when it came to switching to a different provider. Hence after that I never use my ISP email account.
There are lots of options when it comes to setting up a free email account, now some people will have strong preferences and opinions about using some of these offerings, but here are the main four providers that I would use:
1. Gmail (by Google)
Best For: Overall functionality and integration.
Gmail remains the gold standard for free email. With 15 GB of free storage, smart spam filtering, powerful search, and seamless integration with Google Workspace (Docs, Drive, Calendar, etc.), it’s ideal for both personal and professional use. The clean interface and mobile app are also top-notch.
- Excellent spam protection
- Smart email categorization
- Access to Google tools
2. Outlook (by Microsoft)
Best For: Microsoft users and business productivity.
Outlook.com has evolved into a clean, intuitive email platform. It offers built-in integration with Microsoft Office, OneDrive, and Teams. Its Focused Inbox feature helps prioritize important emails automatically.
- Integration with Office apps
- Robust calendar and task tools
- Great for Windows users
3. Proton Mail
Best For: Privacy and encryption.
Not the biggest or best known provider and has some limitations. Based in Switzerland and built with privacy in mind, Proton Mail offers end-to-end encryption, even on its free tier. It’s open-source and doesn’t track your data, making it a great choice for privacy-conscious users.
- End-to-end encryption
- No personal info required to sign up
- Data stored in privacy-friendly Switzerland
4. Yahoo Mail
Best For: Generous storage and casual use.
Yahoo Mail offers a whopping 1 TB of free storage. The interface has been modernized and supports customizable themes. It also has built-in tools for organizing newsletters, receipts, and more.
- Huge storage space
- Decent spam filtering
- Customizable layout
Keeping your email account safe
Just sit back for a minute and think. “What would it actually be like if I lost my main email account”. Somebody hacked it, has full access and you can no longer get into it!
Think of all the personal information about you (and probably your family as well) they would now have access to. Think of the damage they could do by pretending to be you.
Not a very nice thought is it.
Now would be a good time to review your email accounts and how they are set up. Take a few minutes to make some checks and ensure that you are doing your best to keep it safe.
It’s mostly common sense but here is a checklist to get you started:
1. Create a Strong and Unique Password
A weak password is like an unlocked door to your email. Ensure your password:
- Is at least 14 characters long.
- Combines uppercase and lowercase letters, numbers, and special symbols.
- Doesn’t include easily guessed information like your name or birthdate.
- Is unique to your email—don’t reuse it for other accounts.
Use a trusted password manager to generate and store complex passwords.
2. Enable Two-Factor Authentication (2FA)
Two-factor authentication (sometimes called Multi-Factor Authentication or MFA) adds an extra layer of protection. Even if someone gets hold of your password, they’d need the second factor (like a text code or authentication app) to access your account. Most email services, like Gmail, Outlook, and Yahoo Mail, support 2FA.
Consider other authentication options such as passkeys and hardware tokens.
3. Beware of Phishing Attacks
Phishing is when scammers trick you into revealing your login credentials or other sensitive information. Stay alert by:
- Never clicking on suspicious links or attachments in emails.
- Double-checking the sender’s email address—it could be slightly altered to look official.
- Avoiding entering your email credentials on unfamiliar or untrusted websites.
When in doubt, verify directly with the company or service.
4. Regularly Update Your Email Settings
Periodically review your email account settings to ensure there are no unauthorized changes. Check:
- Forwarding rules: Hackers may set up automatic forwarding to monitor your emails.
- Linked devices: Remove any devices you don’t recognize.
- Security settings: Make sure 2FA is enabled and recovery information (like backup email or phone number) is up-to-date.
5. Keep Software and Devices Updated
Outdated software can be riddled with vulnerabilities that hackers exploit. To stay protected:
- Regularly update your email app and browser to the latest versions.
- Enable automatic updates on your operating system and security tools.
6. Avoid Public Wi-Fi for Email Access
Using public Wi-Fi exposes your email to hackers who can intercept your data. If you must access your email on public Wi-Fi:
- Use a trusted Virtual Private Network (VPN) to encrypt your connection.
- Avoid logging into sensitive accounts unless absolutely necessary.
7. Log Out on Shared Devices
Always log out of your email when using shared or public devices. Clear the browser cache and ensure the “Remember Me” option isn’t enabled.
8. Monitor for Unusual Activity
Be on the lookout for warning signs, such as:
- Unfamiliar login attempts or notifications from your email provider.
- Emails sent from your account that you didn’t authorize.
- Changes to your account details without your knowledge.
If you notice suspicious activity, change your password immediately and secure your account.
9. Use a Secure Backup/recovery Email account
Your backup email is the safety net for password recovery, so it needs to be just as secure. Follow the same best practices for it—strong password, 2FA, and monitoring.
10. Keep Personal Information Private
Avoid sharing sensitive personal details online that could be used to answer security questions or guess your password.
11. Make copies or backups
You may well have important docs or information stored in your email account, consider taking backups or at least forward on these important emails to another account so they don’t get lost.
Final Thoughts
Nothing is hack proof or 100% safe, as with everything in life there is risk, we just need to reduce it as much as we can.
Keeping your email account safe requires a mix of strong habits and vigilance. By following these tips, you’ll significantly reduce the risk of your email being hacked.
