Use Work and Personal Mailboxes Without Mixing Access

Make each sign-in distinct

Use separate credentials for work and personal mail. In particular, do not reuse the same password: if one account’s password is exposed, a reused password can put the other account at risk too. A password manager can help you keep different passwords without relying on memory. Protect access to that manager as well, and do not share passwords in email or chat.

If two-factor authentication (2FA) is available for an account and your organisation permits it, consider enabling it and follow the organisation’s setup instructions. BITTU Mail supports optional 2FA, but availability and account controls may depend on provisioning or administration. Do not assume it is enabled; check the account’s available security settings or ask your administrator. Never give a password or one-time code to an assistant or another person asking for it.

Keep account access intentional

When opening mail, pause long enough to identify which account you are using. If you need to move between work and personal mail, sign in to each account with its own credentials rather than assuming an account switch or separation control exists. On a shared or borrowed device, avoid saving credentials, sign out when finished, and do not leave a mailbox open for the next person.

If you use a mail app, configure each account with its own full mailbox address and the correct credentials. For BITTU Mail, the published IMAP setting is mx1.bittuicloud.com on port 993 with SSL/TLS. SMTP uses the same host on port 465 with SSL/TLS or port 587 with STARTTLS, with authentication and the full mailbox address as the username. Do not use port 25 in a mail app, and never accept a certificate warning. If setup fails, check the entered address and settings instead of weakening the connection security.

Pause before sending sensitive information

Before sending payroll details, customer information, internal plans, or another sensitive item, check the From account first. Then review the recipient address, including any autocomplete selection, and confirm that the attachment or message belongs in that conversation. A correct recipient does not make a personal account appropriate for business information, and a work address does not make every recipient authorised to receive it.

For an especially sensitive message, close the draft if you are unsure, confirm the applicable policy, and start again from the intended account. This is safer than relying on a quick correction after sending. Do not assume a message can always be recalled or that an external provider will display the sender’s avatar or logo in a particular way.

Treat business records according to policy

Your organisation may require business correspondence to stay in an approved account or workspace, or may set rules for retention, forwarding, external recipients, and handling attachments. Follow the rules that apply to your role and the information involved. If you are uncertain whether a message is a business record or whether personal email is allowed, ask the appropriate administrator or records contact before moving or forwarding it.

Do not copy work messages to a personal inbox simply for convenience unless organisational policy explicitly allows it. Likewise, avoid using a personal address for work replies because it is quicker to access. If you accidentally send business material from the wrong account, report it through the organisation’s established process promptly; do not assume deleting your copy removes other recipients’ copies.

A quick pre-send check

Use the same short check whenever a message contains sensitive information or creates a business record. Make it part of your routine rather than a special step reserved for major announcements.

• Account: Is the From address the intended work or personal mailbox?
• Recipients: Are the addresses and any autocomplete selections correct and authorised?
• Content: Are the message and attachments appropriate for those recipients?
• Records: Does this belong in a business account, and have I followed the organisation’s handling rules?

Draft: [customer document attached]
From: [work mailbox]@example.com
To: [authorised recipient]@example.com
Before sending: confirm the account, recipient, attachment, and applicable business-record rule.

Confirm the habit is working

After sending, check the message in the intended account’s sent folder and verify the recipient and attachment shown there. This confirms where the sent copy appears; it does not prove that every recipient received or read the message. If it is in the wrong account, follow your organisation’s incident or correction process rather than relying on a recall option.

If you are repeatedly unsure which account is active, stop before sending and ask your administrator what account and device practices are approved. A clear rule for your situation is better than guessing about a feature or relying on the appearance of an inbox.