Recognize and Report Phishing [VIDEO]

Recognize and Report Phishing [VIDEO]

How to Spot and Report Phishing Emails: A Quick Guide for Businesses

Phishing attacks have become one of the most common threats to businesses' cybersecurity, affecting organizations both large and small. These deceptive emails aim to trick employees into handing over sensitive information or clicking on malicious links, which can result in serious data breaches and financial consequences. As phishing methods evolve and become more convincing, it’s getting harder to recognize these fraudulent emails, leaving businesses exposed to potential attacks. That’s why training your team to spot and report phishing attempts is more important than ever. Taking proactive steps can mean the difference between preventing an attack and dealing with costly aftermaths.

Spotting Phishing Emails

Common Red Flags in Phishing Emails:

  • Urgent or alarming language: Phishing emails often try to create a sense of panic with phrases like “Your account will be suspended” or “Immediate action required.” This urgency is meant to pressure you into responding quickly, without thinking.
  • Requests for sensitive information: Be cautious of emails asking for personal data, passwords, or financial details. Legitimate companies typically don’t ask for this kind of information over email.
  • Suspicious URLs or email addresses: Phishing emails often come from addresses or URLs that closely resemble real ones but with small changes, like extra characters or slight misspellings (e.g., “yourbank.com” vs. “yourbank-secure.com”).

Examples of Phishing Emails:

  • Fake logos and domains: Attackers often mimic the look of popular brands, including their logos and color schemes, to make the email seem authentic.
  • Unrealistic promises: If you get an email offering something that seems too good to be true—like a lottery win you never entered or an unusually large discount—it’s probably a phishing attempt.

By being mindful of these red flags, employees can better identify phishing attempts and avoid falling victim to them.

Safe Ways to Respond

Avoid Clicking Links or Opening Attachments: One of the most critical steps to protect yourself from phishing is simple: don’t click on any links or open attachments from unknown or unverified sources. Even if the email looks official, if something feels off, it’s safer to err on the side of caution.

Next Steps:

  • Delete the email: Once you’ve identified a phishing email, don’t engage with it. Just delete it from your inbox to reduce any risk of accidentally interacting with a malicious link.
  • Report it to your IT team: Forward the suspicious email to your IT or security team. Many companies have specific processes for reporting phishing emails, which helps them block future attacks and protect other employees.

Enable Multifactor Authentication (MFA): If your company uses MFA, make sure it's enabled. This extra layer of security can help safeguard your account even if you accidentally fall for a phishing email. With MFA in place, even compromised login details won’t grant immediate access to your accounts.

By taking these steps, you can reduce the risk of a phishing attack and help your organization respond more effectively.

The Importance of Reporting Phishing Emails

Why Reporting Matters: Reporting phishing attempts doesn’t just protect you—it protects your entire organization. When you report a suspicious email, your IT team can take action, such as blocking the sender, removing the email from other employees' inboxes, and updating security filters to prevent similar attacks. Sometimes, a single report can stop a broader attack, potentially saving your company from a data breach or financial loss.

How to Report Phishing:

  • Use your company's phishing report tool: Many companies provide tools like a "Report Phishing" button in your email platform to make reporting easy.
  • Forward the email to IT: If there’s no dedicated tool, forward the email to your IT or cybersecurity team without clicking any links or opening attachments. Be sure to explain why you suspect the email is phishing.
  • Document the incident: Keep a record of phishing attempts and what actions were taken. This helps your organization track patterns and assess risks over time.

Reporting phishing emails strengthens your organization’s defenses by addressing potential threats swiftly.

The Role of Training in Phishing Prevention

  • Provide Ongoing Training: To effectively combat phishing, employees need regular training. The more they know about how phishing works, the better they’ll be at recognizing and handling these threats.
  • Schedule Regular Sessions: Offer workshops or online courses on phishing tactics, detection, and reporting to keep employees up to speed.
  • Use Real-Life Examples: Show employees anonymized phishing emails to give them a better understanding of what a real threat looks like.
  • Update Training Regularly: Phishing strategies change over time, so keep your training materials current with the latest information and best practices.
  • Simulate Phishing Attacks: Running phishing simulations is a practical way to test employees' knowledge and reinforce training.
  • Conduct Simulations Often: Send mock phishing emails to employees to gauge their responses and identify areas for improvement.
  • Offer Feedback: If an employee falls for a simulated phishing attempt, provide immediate feedback so they can learn from the experience.
  • Track Progress: Monitoring the results of these simulations helps you measure the effectiveness of your training and make necessary adjustments.
  • Foster a Security-Conscious Culture: Encourage open discussions about phishing attempts and cybersecurity. Recognize employees who are vigilant, which motivates others to follow suit.

By incorporating engaging training methods, you ensure that employees retain the information and can apply it in real situations.

References

  1. Wash, R. (2020). How Experts Detect Phishing Scam Emails. Proceedings of the ACM on Human-Computer Interaction, 4(CSCW2), 1–28. https://doi.org/10.1145/3415231
  2. Weaver, B. W., Braly, A. M., & Lane, D. M. (2021). Training Users to Identify Phishing Emails. Journal of Educational Computing Research, 59(6), 073563312199251. https://doi.org/10.1177/0735633121992516
  3. Pilavakis, N., Jenkins, A., Kökciyan, N., & Vaniea, K. (2023). “I didn’t click”: What users say when reporting phishing. Proceedings 2023 Symposium on Usable Security. https://doi.org/10.14722/usec.2023.233129
  4. Kwak, Y., Lee, S., Damiano, A., & Vishwanath, A. (2020). Why do users not report spear phishing emails? Telematics and Informatics, 48, 101343. https://doi.org/10.1016/j.tele.2020.101343
  5. Ioana Andreea Marin, Burda, P., Zannone, N., & Luca Allodi. (2023). The Influence of Human Factors on the Intention to Report Phishing Emails. https://doi.org/10.1145/3544548.3580985
  6. Kersten, L., Burda, P., Luca Allodi, & Zannone, N. (2022). Investigating the Effect of Phishing Believability on Phishing Reporting. https://doi.org/10.1109/eurospw55150.2022.00018

Conclusion

Phishing attacks remain a significant risk for businesses, but educating your employees can dramatically reduce this threat. By teaching them how to recognize phishing emails, respond safely, and report them effectively, you strengthen your organization’s defenses. Regular training, phishing simulations, and fostering a security-conscious work culture ensure that employees stay vigilant and prepared to tackle any threats. When cybersecurity becomes a shared responsibility, businesses are far less likely to fall victim to phishing attacks, keeping sensitive information and resources safe.

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Brandon Phipps

Brandon Phipps

Editor

Brandon Phipps, owner of Second Star Technologies, specializes in Managed IT Services for SMBs in Bakersfield, CA. With over 23 years of experience, he offers expert solutions in cloud computing, cybersecurity, and network management. A committed community member and coach, Brandon excels in leading and innovating in tech and sports coaching. His dedication to local businesses and communities is evident in his hands-on, tailored approach to IT solutions.

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