Summary

This guide helps you troubleshoot and resolve: Suspected phishing email - reporting. Follow the steps below to fix the issue.

Common Causes

Reporting a Suspected Phishing Email - Business User Guide

Problem

You received an email that looks suspicious — it could be a phishing attempt to steal your credentials or infect your computer with malware.

What is Phishing?

Phishing emails try to trick you into:

• Clicking malicious links
• Downloading malware
• Providing passwords, credentials, or financial information
• Transferring money or sensitive data

Red Flags to Watch For

• Urgent or threatening language ("Your account will be closed!")
• Suspicious sender (e.g., support@company-secure.com instead of support@company.com)
• Requests for sensitive information (passwords, bank details, employee data)
• Mismatched URLs (hover over links to see the real destination)
• Poor spelling and grammar
• Unexpected attachments from unknown senders
• Too good to be true offers

How to Report a Phishing Email

Method 1: Use Outlook's Built-in Report Feature (Recommended)

1. Select the email in your inbox

2. Go to the "Home" or "Message" tab in the ribbon

3. Look for:

• "Report" → "Report Phishing"
• Or "Junk" → "Report as Phishing"

4. Click the option to report the email

5. Confirm if prompted

6. Delete the email from your inbox

Method 2: Forward to IT Security Team

1. Forward the suspicious email to: [your company's security email]

• Common addresses: security@company.com, phishing@company.com, itsecurity@company.com

2. Do not click any links in the email before forwarding

3. In the subject line, write: "Suspected Phishing - [brief description]"

4. Provide context: "Received from unknown sender claiming to be..."

Method 3: Use the Microsoft Report Message Add-in

1. If installed, you'll see a "Report Message" button in the email

2. Click it → select "Phishing"

3. The email will be reported to Microsoft and your IT team

What to Do If You've Clicked a Suspicious Link

1. Don't panic — but act quickly

2. Don't enter any passwords or credentials

3. Disconnect from the internet (disable Wi-Fi/Ethernet)

4. Don't download or run anything from the email

5. Contact IT immediately and explain what happened

6. Change your passwords from a different, safe computer

7. Monitor your accounts for unusual activity

What NOT to Do

• ❌ Don't reply to the suspicious email
• ❌ Don't forward it to colleagues (only to IT/security)
• ❌ Don't download attachments
• ❌ Don't click any links, even to "unsubscribe"
• ❌ Don't call any phone numbers in the email

After Reporting

• IT will investigate the email
• The malicious sender may be blocked
• Additional warnings may be sent to the company
• You did the right thing by reporting!

Need More Help?

Contact IT Support immediately if:

• You've clicked a link or provided information
• You're unsure whether an email is legitimate
• You notice unusual account activity after receiving a suspicious email

When in doubt, throw it out — and report it!

Still Having Issues?