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Outlook - Phishing or Malicious Messages

Outlook - Phishing or Malicious Messages

Phishing messages are designed to trick you into clicking a malicious link, opening a harmful attachment, sending sensitive information, or signing in to a fake website. Some messages look urgent, convincing, or even appear to come from someone you know.

Safest Response

  1. Stop and inspect the message. Look for warning signs such as urgency, unusual sender details, suspicious links, strange attachments, or requests for login, payment, or sensitive information.

  2. Report the message using Outlook’s Proofpoint Phishing Button, Report Suspicious, or your company’s phishing reporting button.

  3. The message will be automatically removed from the mailbox when the email is reported using Outlook’s Proofpoint Phishing Button, Report Suspicious option. If another method was used, please delete the email after reporting it.

If the message isn't found to be malicious the message will reappear in your inbox.
If it is detected to be spam/malicious, the email will continue to be gone from your inbox.

Contact Cyber Security right away if you clicked a link, opened an attachment, entered your password, approved an MFA prompt you did not expect, sent sensitive information, or think the message came from an internal account.

Provide Cyber Security the following information:

  1. Sender’s email address

  2. Recipient email address

  3. Subject Line

  4. Date of sending

  5. Error/Symptoms receiving

  6. Device Name

  7. Call-back Phone Number NOT linked to the Company/Office Number (unless it is a direct line) 

Report a Phishing Message in Outlook

Outlook Classic

  1. Click on the message

  2. In the menu bar click on the Proofpoint Phishing Button, Report Suspicious

    image-20260324-165900.png

Outlook on Web / New Outlook

  1. Click on the message

  2. In the menu bar click on the Proofpoint Phishing Button, Report Suspicious

    image-20260324-165704.png

Outlook Mobile

  1. Open the email

  2. Tap the menu icon

  3. Select Report Junk

  4. Select Phishing

    image-20260324-170851.png

What to Do

  • Stop and think before clicking, opening, or responding.

  • Hover over the link to see where it actually goes (The display name for links may be disguised)

  • Verify requests outside the message by going directly to the website or contacting the sender using a known method.

  • Approve MFA prompts only when you personally initiated the sign‑in.

  • Display names can be fake —always verify the sender’s email address.

  • Report suspicious messages immediately using Outlook’s Proofpoint Phishing Button option or your company’s phishing reporting button.

What Not to Do

  • Do not click a link “just to see where it goes.”

  • Do not open an attachment “just to check.”

  • Do not reply asking whether the message is real.

  • Do not forward suspicious messages to coworkers as a warning unless instructed.

  • Do not enter your password after clicking from a suspicious email.

  • Do not approve unexpected MFA prompts.

  • Do not assume an email is safe because it uses a known logo or signature.

  • Do not trust an email based on the display name alone— Always check the email address.

When to Contact Cyber Security Immediately

  • You clicked a suspicious link.

  • You entered your password.

  • You approved an MFA prompt you did not expect.

  • You opened a suspicious attachment.

  • You enabled macros, editing, or content.

  • You shared confidential or personal information.

  • The message appears to come from an internal user.

  • Outlook crashes or behaves unusually after opening the message.