How to Monitor Employee Email Remotely

There are several valid reasons for monitoring employees' email. Foremost, it helps secure your company from burglary or distribution of sensitive information in the realm of the company. Moreover, tracking employees emails might give you evidence in case of a lawsuit while it can also make you aware of any office harassment and also whether employees comply with the company's regulations.

However, despite these valid reasons, is it possible and legal then to monitor employee emails? It is possible to watch employee emails. On the contrary, it is only permitted under certain circumstances, such as when written policies are set. Create balanced policies that govern internet usage and electronic code of conduct that employees will sign. Furthermore, to make monitoring legal, inform your workplace. Make it clear to the employers that the reason for monitoring is to maintain a compliant workplace and not to dig into their  interactions. Lastly, use technology tools that alert you to potential problems so you do not pry into personal information.

Part 1. How to Monitor Employee Emails Sent and Received on Computer?

It is easy to monitor emails sent and received if the employee works on the office computer. This is because you can preinstall surveillance software on the workplace PC which will track all activities during office time.

There is numerous software in the market that one can use to monitor emails. One of the reliable software available is the Remote Keylogger. Remote Keylogger enables you to monitor any computer via the internet such that you do not have to access the computer to get data, upon installation physically. Moreover, this monitoring system can be installed via email attachment in stealth since the user cannot recognize the installation. It is a reliable tool given that after successful installation, you can access information from anywhere at any time through a good browser.

The remote keylogger is password protected so that no one else can access it. Other than monitoring emails, this keylogger can also record website visits, online conversations, applications Ran; keystrokes typed, viewed documents, and system log-in activity. Its key features such as remote log deleting, log search, and anytime monitoring make it very convenient. Furthermore, it is compatible with windows and works with all internet connections.

Part 2. How to Monitor Employee Emails Sent and Received on Cell Phones?

Monitoring your employees is only legit during work hours to ensure that they do not indulge in other distractions during work hours. It is also legal when the employee has consented so that you avoid violation of privacy. However, if you choose to monitor in stealth, you risk losing the trust of your employees when they discover what you are up to.

Luckily there is a safe way to get this done via an app known as Msafely. Well, Msafely monitoring app is a top-notch app for tracking received and sent emails to employees' cell phones. It is not only used to track email apps but also messages, call logs, a person's gallery, and social media through a control panel. Besides, you can view all apps and the target's phone functionality at large.

The beauty is that Msafely is compatible with both Android and iPhone devices and is very simple to use! Below, we show you how you can easily use Msafely to track emails from employees at the workplace.

How to Use Msafely

Msafely is affordable since there is various pricing plan availed to you. There is also a free primary account, but since you might want to access more details, you will be required to purchase a subscription plan. Before you proceed, ensure that you have a premium account and access to the target phone.

There are three necessary steps as shown below:

Step 1. Create a Msafely account.

Sign up using a legit mail for you to access login credentials plus the app download links. As earlier mentioned, buy a premium subscription to view advanced features. There is a pricing plan page available that starts from $48.99 per month for a premium subscription. To create an account and see more info go to msafely.com

Step 2. Connect the Monitoring App with Target Phone

This stage might take a few minutes provided that you have the target phone. Connect the Msafely app and complete the settings as will be directed as you go on with the setup process. First, put the name of the owner of the phone on the first Setup Wizard page. Next, choose the operating system of the target device such that for android phones, choose "Android" and for iPhone select "iOS." Note that, you must have the iCloud ID and password for the target iPhone device. If you need help, go to www.apple.com to get detailed information about the setup process.

Step 3. View Monitored Data by Logging into the Control Panel.

This last step is done on your phone or PC. The wizard page will automatically lead you to the control panel dashboard.

Part 3. How to Monitor Employee Email on Computer and Cell Phones

As soon as you access the control panel, it will take a short while for data to sync from the target device to your control panel. To view the emails sent, received and those on drafts, click on the top left function menu, whereby, all other supported features are availed.

You can also read content from all incoming and outgoing emails. Finally, to access new data, ensure that your data connection is active and tap on the "Refresh" icon.

As much as your reasons for monitoring your employees' emails are valid, legality is a crucial point of consideration. Choose the app that suits your interest. Msafely is versatile and absolutely reliable. The only glitch is that when the target phone is shut down or if the internet is inactive, the servers cannot load data to your Control Panel. Other than that, it is pretty awesome!

Part 4. Why You Should Monitor Employees’ Emails?

Monitoring the activities of staff through facilities such as work email accounts is an effective way of checking they are focusing on the business during their working hours. Here are some reasons why email monitoring is crucial for your organization.

1. Employee Productivity

By monitoring employee emails, you can know which employees respond very promptly and which employees are negligent to cause customer dissatisfaction. Depending on the time and content of employees respond to emails, you can find their shortcomings. To address these deficiencies, strengthen the training to improve their professional competence. You can also know which employees are very efficient and let them share their experiences.

2. Employee Workload Distribution

Follow up by email is very slow and brings a lot of extra work. Monitoring employee emails, you can see who is heavy and take steps to allocate the workload. In this way, you can reduce the impact of uneven work distribution while increasing employee engagement.

3. Better Client Management

By viewing the content of employees, you can understand the quality of the messages sent by employees when communicating with customers. If their presentation is clearly wrong, you can point it out to make them modify it. For example, if the customer has some doubts about a project, and the employee is not very familiar with the project, then you can help him to make an appointment with the customer, and you will work together to solve the customer's doubts about the project. If an employee's writing is poor and his responding emails affect customers' reviews of the company, tracking an employee's emails can help you focus on these problems.

4. Identify Suspicious Activities

Email monitoring is a critical aspect of many businesses’ online security. It can help you prevent email spoofing, phishing, or other email frauds. Some hackers pretend to be the head of a company, and email their employees to fill in personal information. If you monitor employee emails and find these fake phishing emails, you can take timely steps to prevent some of the losses.

Part 5. Top 3 Employee Email Monitoring Tools

If you are interested, you can also try the following 3 employee email monitoring tools.

1. InterGuard

InterGuard allows you to keep an eye on your employees’ Outlook, MS Exchange, Gmail, Apple Mail. Hotmail, Office 365, and LinkedIn InMail.

Features:

• Sorts activity in an email account based on date, user, group, etc.
• Instantly notifies you when any email mentions a risky word.
• Generates detailed scheduled reports.
• Develops charts for a high-level view of email activity.

Price

Start at $9.99 per user/ month.

2. Teramind

You can use Teramind to track employee email in real-time. If you are one of startups and small business, Teramind is your good choice. It comes with great employee activity monitoring features, such as data loss prevention and user behavior analytic.

Features

• Helps employers track third-party vendor’s email activity.
• Aids to observe the email activity of remote work employees.
• Employers can configure rules to alert or block emails.
• Ensures all emails adhere to company policies.

Price

Start at $10 per user/ month.

3. ActivTrak

With ActivTrack, you can monitor employee emails, performance management and other activities. It is a great choice as workforce analytics software.

Features

• Detailed and accurate charts to help visualize email usage patterns.
• Provides scripted email templates to ease communication.
• Alerts when a USB is inserted, written, or both.
• Flexible configuration options to enable transparency with privacy and security.

Price

The tool offers free trials for small teams. Its paid plans start at $9 per user/ month.

Conclusion

You can use the tools mentioned above to monitor your employee emails and protect your confidential data. Msafely is your first choice for employ email monitoring. It can help you improve company security and spot suspicious emails. Remote work is the new work revolution and is here to stay for a long time. So, it is beneficial to monitor employee emails remotely for productivity and security.