Is my Dental Office’s Email Secure? (And How to Tell What You’re Using in 10 Minutes)

You shouldn’t need an IT degree to answer a basic business question: “Is our email secure?”

But most dental owners and office managers are in the same boat:

• Email works…so it must be fine, right?
• We have email covered with Gmail, Hotmail, Yahoo, or AOL.
• OR, you’re not even sure what kind of email system you have.
• And, you definitely don’t have time to research while patients are checking in.

So let’s make this simple, practical, and real using a recent security event as a reminder of why the type of email you use matters—and why email security is part of your overall cybersecurity strategy.

Quick Story on Why This Matters Right Now

Recently, a self-hosted email platform called SmarterMail required urgent security patches for serious vulnerabilities...including issues that could enable administrator takeover and even remote code execution (meaning an attacker could potentially run commands on the server). (1,2)

(For more updates like this, visit our Technical Alerts page)

You don’t have to use SmarterMail for the lesson to apply.

When email is hosted in a way that depends on you (or a small IT team) patching fast, a single missed update can turn into:

• Compromised mailboxes
• Silent forwarding rules
• Fraud attempts
• And sometimes a foothold into the rest of the network

That’s why “what email system do we have?” is no longer a trivia question. It’s a risk question.

Step 1: First, Figure Out What Type of Email You Have

Option A: Check What Shows Up on Your Phone/Computer

Look at the app your team uses most:

• Outlook (desktop or mobile) often points to Microsoft 365 / Exchange
• Gmail in a browser with your domain (you@yourpractice.com) often points to Google Workspace
• A browser login shows something like “mail.yourdomain.com” (or a portal with your practice’s server/host name) often suggests a privately hosted/dedicated server
• “Windows Mail”/random IMAP setup + “we don’t know who hosts it” often means basic hosted email or legacy setup
• @gmail, @hotmail, @yahoo, etc. conveys that your email is a public, consumer email service (not built for business)

Not perfect—but it’s a fast clue.

Prefer the one-page version? Grab our Email for Dental Practices Cheat Sheet here (and again at the bottom of this article).

Option B: Look at a Sent Email Header (the most reliable DIY method)

If you can forward an email to your IT partner, they can tell in seconds. If you’re doing it yourself, ask your IT team to check the “message headers” and identify the provider* (see linked resources below for guidance).

What they’re looking for:

• Microsoft 365 often shows “Exchange Online”
• Google often shows “Google Workspace”/Google mail servers
• Self-hosted often shows your own server/host name and IP

*Resources
- For Outlook: View internet message headers
- For Gmail: Trace an email with its full header

Step 2: Email Security Reality Check

Here are the four most common ways dental email gets compromised:

1. Phishing (stolen passwords)
2. Weak login protection (no MFA, or MFA optional) or no access controls
3. Misconfiguration (forwarding allowed, legacy logins enabled, admin access too open)
4. Unpatched vulnerabilities (the SmarterMail-style scenario)

If you want help tightening these gaps without adding more to your plate, start with Network Security.

Comparison: Business-Class Cloud Email vs. Self-Hosted Email vs. Free Consumer Email

Quick summary

• Business-class cloud email (ex: Microsoft 365): Typically less risky day-to-day because security updates and resilience are built at enterprise scale...but you still need the right settings turned on and monitored.
• Self-hosted email (on-prem / privately hosted): Gives you more control, but also makes patch speed and server security your responsibility...which is exactly why vulnerabilities like the recent SmarterMail issues can become high-impact fast.
• Free consumer email (@gmail, @yahoo, etc.): Easy to start and fine for personal use, but it’s not designed for dental practice. The practice often lacks centralized admin control, consistent offboarding, auditing, and enforceable security policies—so risk and accountability tend to fall through the cracks.

Here’s the breakdown (at a glance):

	Business-Class Cloud Email (Microsoft 365)	Self-Hosted Email (On-Prem/Private)	Free Consumer Email (@gmail, @yahoo, etc.)
What it is	Provider-hosted business email	Email software you run/host	Personal email accounts (public domains)
Updates/Patching	Provider updates the platform	You/IT vendor patch the server	Provider updates, but you can’t centrally manage a team
When vulnerabilities hit	Typically shorter exposure window	Higher risk if patching is delayed	Less “server patch” burden, more “people/process” risk
Security controls	Strong options (tier dependent)	Possible, but easier to misconfigure	Limited enforcement across staff (everyone configures their own)
Anti-phishing	Strong MFA + policy controls (tier/config dependent)	Varies; often add-ons + tuning	Basic protections; limited business policy control
Audit/Visibility	Admin logs and investigation tools	Depends on tooling you’ve built	Limited centralized audit trail
Reliability	Built-in redundancy	Depends on your server/host	Generally reliable, but not designed for practice operations
Cost	Predictable monthly licensing	"Cheaper” can become expensive (labor + monitoring + emergency fixes)	$0, but hidden costs (risk, downtime, messy offboarding)
Best fit	Most dental practices (secure + scalable)	Businesses with strong IT maturity	Personal use – not ideal as a practice’s primary email

What We Recommend for Dental Practice Email Security (Good / Better / Best + Realistic Timelines)

This isn’t about chasing fancy tools. It’s about removing the most common failure points, so email doesn’t become the surprise that derails your week.

Good (minimum baseline)

If you do nothing else, make sure these are true:

• Business-class email (Microsoft 365 or equivalent)
• MFA enforced for all users (no exceptions, including the owner account)
• SPF / DKIM / DMARC configured (helps prevent attackers from spoofing your domain)
• External auto-forwarding restricted (a common “silent exfiltration” trick after a mailbox takeover)

Outcome: You’re protected against the most common, high-frequency email attacks and you’ve closed several “wide open doors.”

Time to implement: typically 1-3 business days (depending on how many users and how clean your current setup is)

If you want a clear baseline, start here: Claim a complimentary Practice IT Analysis.

Better (where most growth-focused practices should land)

This is where email security starts to feel professional and consistent.

• Conditional Access / modern authentication controls (examples: block risky sign-ins, require stronger checks when off-network)
• Advanced phishing protections (licensing dependent—this is where Microsoft 365 can get meaningfully stronger)
• Admin roles locked down (least privilege) (fewer “everyone has the keys” scenarios)
• Alerting for risky logins + mailbox rule changes (because forwarding rules are how breaches go quiet)

Outcome: You reduce successful phishing, catch account takeovers faster, and gain visibility when something changes behind the scenes.

Time to implement: typically 1-3 weeks (licensing, policy tuning, testing, staff rollout)

Best (for multi-location groups, DSOs, and high-risk environments)

This is the “we’re building a practice that scales safely” level.

• Centralized monitoring + incident response playbooks (so response isn’t improvised at 6:30 a.m.)
• Regular security reviews + configuration drift checks (settings tend to “drift” over time...especially across locations)
• Endpoint / device policies aligned with identity controls (email security is stronger when devices and logins work together)
• Tabletop exercises for “what if email is compromised?” (short, practical, and wildly clarifying)

Outcome: Faster containment, fewer surprises, and a security posture that supports growth, acquisitions, and standardization.

Time to implement: typically 30-90 days, then ongoing monthly/quarterly maintenance

If you’re building resilience (not just prevention), pair email security with a reliable Backup & Disaster Recovery solution.

A Simple Plan (so this doesn't become another "someday" project)

Step 1: Identify your platform (today)

• What are we using: Microsoft 365, Google Workspace, self-hosted, consumer, or “unknown”?
• Is anything email-related publicly exposed that shouldn’t be?

Step 2: Look down the fast wins (this week)

• Enforce MFA
• Lock down admin access
• Restrict external forwarding
• Implement phishing protections and domain anti-spoofing (DMARC/SPF/DKIM)

Step 3: Monitor and maintain (this month/ongoing)

• Alerts for suspicious sign-ins
• Routine review of mail rules/forwarding
• Documented offboarding and incident response steps

This is where ongoing network management and support can make a big difference.

What's at Stake and What Success Looks Like

Failure looks like: downtime, compromised mailboxes, fraudulent invoices, vendor scams, and a scramble that pulls focus from patient care.

Success looks like: email that’s resilient, secure by design, easier to manage during staffing changes, and far less likely to become your next emergency.

If you’re not sure what email platform your practice uses—or whether it’s configured securely—let’s get you clarity fast. Email security lives under the cybersecurity umbrella for a reason: one weak setting can become an open door.

Claim a complimentary Practice IT Analysis (we’ll check for common security gaps and give you a prioritized action plan).

Or contact us to book a 15-minute call.

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Email for Dental Practices Cheat Sheet

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Related Articles

• Why Email Encryption is a Must-Have for Your Dental Practice
• Protect Your Dental Practice from Email Scams: Stop BEC Attacks Before They Cost You
• How to Train Your Dental Team to Recognize Phishing Emails

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Sources

1. Gatlan, Sergiu. “Over 6,000 SmarterMail servers exposed to automated hijacking attacks.” Bleeping Computer, 27 Jan. 2026, https://www.bleepingcomputer.com/news/security/over-6-000-smartermail-servers-exposed-to-automated-hijacking-attacks/. Accessed 30 Jan. 2026
2. Lakshmanan, Ravie. “SmaterMail Fixes Critical Unauthenticated RCE Flaw with CVSS 9.3 Score.” The Hacker News, 30 Jan. 2026, https://thehackernews.com/2026/01/smartermail-fixes-critical.html. Accessed 30 Jan. 2026.

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Dental IT. Remove the Burden. Embrace the Use.

Quality patient care – it's ultimately why you became a dental professional. But, some business operations can get in the way (such as pesky computer issues or lack of IT support). That’s where Pact-One Solutions can help! Our passion lies in supplying reliable, responsive dental IT support and security that practices can count on.

Whether you’re looking for dental IT services for your startup or searching for more responsive dental IT support – our team of dental IT specialists have you covered. With team members throughout the United States, we offer nationwide support to dental practices of all sizes, specialties, and stages of growth. Our wide range of dental IT services ensure your data is secure, accessible, and protected.

Don't let technology challenges hinder your ability to deliver exceptional dental care. Contact us at info@pact-one.com or 866-722-8663 to join over 3,000 dental professionals thriving with the support of a dedicated dental IT team.