In 2023, 84% of organizations experienced a phishing attack, with financial losses from phishing increasing by 76% compared to the previous year. Phishing attacks are also responsible for a significant portion of data breaches, accounting for 36% of all U.S. data breaches in 2023. These attacks can lead to devastating losses, not only in financial terms but also in terms of sensitive data and reputation.
Understanding the difference between SPAM and phishing emails is key to effectively reporting them:
Phishing emails have become more sophisticated, making them harder to spot. However, there are common red flags to watch out for:
By using the “Report” button in Outlook to flag phishing or SPAM emails, users help improve Microsoft’s algorithms for identifying and blocking malicious messages. When you report an email as phishing or SPAM, it is sent to Microsoft’s security team for analysis, and the data is used to improve filtering systems globally, reducing the chance that similar messages will reach others.
In 2023, some of the most common phishing scams included:
Microsoft Impersonation: Over 30 million phishing emails used Microsoft’s branding, targeting users of Outlook, Office 365, and OneDrive. These messages often appear to be authentic messages sharing files or requiring the recipient to change their password.
LinkedIn Phishing: As remote work continues to grow, LinkedIn was one of the most impersonated brands in phishing attacks globally. These messages appear authentic and are indiscernible from authentic messages. Go directly to LinkedIn rather than click on the “convenient” links in messages related to LinkedIn activity.
Business Email Compromise (BEC): Attackers impersonate company executives to trick employees into transferring money or sharing sensitive information. Always verify requests that involve money or privileged information.
Trusted Vender Payment Scams: Attackers who gain access to vender email accounts gain deep insights into client relationships and accounts receivables. Requests for payment with links to payment gateways should be verified by means other than email. Requests to change payment options or alter payment accounts is a typical red flag.
Reporting phishing and SPAM emails in Outlook isn't just about keeping your inbox clean—it's about protecting your personal and organizational security. By recognizing the signs of phishing emails and reporting them, you contribute to a safer digital environment and help prevent financial and data losses for businesses everywhere.
1. Open Outlook:
Launch Microsoft Outlook from your Windows 11 start menu or taskbar.
2. Select the Suspicious Email:
In your inbox, find the email that you suspect is spam or phishing.
Click to highlight/select the message.
3. Locate the “Report” Button:
In the top toolbar (also known as the ribbon), look for the “Report” button.
This button is typically labeled “Report Message” or “Report Phishing”, depending on the version of Outlook you are using.
If you don't see it:
Navigate to the Home tab in the ribbon and look for the “Junk” dropdown or the Report Message add-in.
4. Choose the Appropriate Option:
After clicking on the “Report” button, a dropdown menu will appear with options like:
Junk: For unsolicited and irrelevant emails (spam).
Phishing: For emails trying to deceive you into providing sensitive information.
Not Junk: In case an email is incorrectly classified as junk or phishing.
Choose the appropriate action based on the type of email you're reporting. If you're unsure, phishing is a good default for anything that seems particularly suspicious.
5. Submit the Report:
Once you select “Phishing” or “Junk”, the email is sent to Microsoft and EntraGuard spam filters for further analysis. Depending on your organization’s settings, you might receive a confirmation message and/or see the email automatically moved to the Junk or Deleted Items folder.
6. Optionally Block the Sender:
You can also block the sender to prevent future emails from this address by right-clicking on the email and selecting Junk > Block Sender.
When you report an email as spam or phishing through the Outlook interface, our team processes this information in several key ways:
Spam/Phishing Detection Algorithms:
Your report is fed into machine learning models, which continuously evolve to identify patterns associated with spam or phishing emails. This feedback helps improve Microsoft’s ability to detect malicious emails in the future.
Global Threat Intelligence:
By aggregating data from users around the world, we uses these reports to enhance global threat intelligence. When a certain type of email is reported as phishing or spam by multiple users, it triggers a more in-depth investigation, potentially flagging that email or domain across its user base.
Adjusting Filtering Rules:
Our platform updates its internal spam filters and anti-phishing policies based on the reports submitted. These updates are applied globally to all users to block similar messages from reaching inboxes in the future.
Sender Verification:
In cases of phishing, reports help us flag domains and URLs used for malicious purposes. This leads to these URLs being blacklisted across EntraGuard services, including Microsoft 365 and Web Protection.
By actively reporting spam and phishing, users directly contribute to enhancing the security and accuracy of EntraGuard email protection features for themselves and others.