How to Spot an Email Phishing Attempt at Work

In the modern workplace, technology is just as common as the typical morning cup of coffee. Alongside the benefits of a digitally connected office, however, is the ongoing threat of cyberattacks.

Among these ever-present threats is phishing, which is a deceptively simple yet effective method cybercriminals use to compromise both business and personal accounts. While the danger is real, the good news is that there are several clear signs and signals to look out for that can help individuals discern genuine communications from malicious ones.

Understanding and recognizing these key indicators can help professionals bolster their organizations’ digital defenses and protect employees’ personal information.

In this article, we delve into the anatomy of email phishing and provide actionable insights to help you get through your inbox with confidence.

What Is Phishing?

At its core, phishing is a deceptive technique employed by cybercriminals to trick individuals into divulging sensitive personal information like usernames, passwords, credit card details, or other confidential data.

You may be wondering how bad actors get access to this data, and the answer is quite simple — impersonation. Cybercriminals craft emails or other communications that mirror legitimate correspondence from trustworthy entities, be it a bank, service provider, or even your workplace.

One of the most alarming aspects of phishing is the sophistication with which these fake communications are designed. They’re often almost indistinguishable from genuine emails, which is why a staggering 97% of people struggle to identify them, according to recent research.

This high level of trickery and deception is exactly what makes phishing such a prevalent and effective cyberattack strategy for bad actors out there, threatening workplaces of all sizes.

To underline the gravity of the threat, consider this: last year alone, over 500 million phishing attacks were reported, which marks a significant surge compared to the year before. This paints a clear picture of the growing menace phishing poses to both businesses and individuals.

Being caught in a phishing scheme can have dire consequences, ranging from financial loss to compromised data and breached security protocols. As such, recognizing the gravity of this threat and taking proactive measures to help protect yourself is essential.

In a world where cyberthreats are all around us, awareness and education on phishing and its tactics are the first line of defense.

10 Tips to Spot Email Phishing

Cybersecurity continues to remain a top concern these days, and phishing emails rank among the most cunning threats posed by cybercriminals trying to get access to various businesses.

These malicious emails are carefully tailored to deceive and extract personal information from unsuspecting recipients. They can result in data breaches at companies, which can have devastating consequences.

But how can you differentiate between a genuine email and a phishing attempt? Here are ten vital tips to assist you in spotting and steering clear of phishing emails:

Generic Email Domain: A legitimate company will usually communicate from its corporate domain, not from free email services like Gmail or Outlook. Be wary of such generic domains.
Poorly Written Content: Phishing emails often lack the professional touch. Look for unclear meanings, grammatical mistakes, and awkward phrasings that indicate a hastily composed or non-professional email.
Unfamiliar Greeting or Salutation: If the email doesn’t match the usual style of someone you know, or if the language seems off, be on alert.
Misspelt Domain Name: Phishers sometimes use domain names that resemble genuine businesses but have minor typos, like “@gnnail” instead of “@gmail,” and other similar mistakes.
Lack of Contact Details: An official email should always provide authentic contact details. The absence of a real name, business details, or contact information is a red flag.
Too Good to Be True: Beware of emails promising windfalls, such as winning lotteries or massive discounts. These tempting offers are often baits to lure victims.
Panic-Inducing Messages: An email threatening severe repercussions or outlining a sudden crisis should be approached with skepticism, especially if it’s unexpected.
Urgent Calls to Action: Emails that push for immediate action, whether it’s to claim a prize or avoid a penalty, are often designed to rush recipients into making hasty decisions.
Inconsistencies in Details: Always cross-check email addresses, links, and domain names. If these details appear mismatched or suspicious, it might be a phishing attempt.
Suspicious Attachments or Links: Never click on or open attachments or links from unknown senders. These could be malware traps or lead to deceptive websites that are aimed at harvesting your data.

Remember to always be cautious of emails requesting personal details, login credentials, or payment information. Reputable and legitimate businesses rarely ask for this kind of information via email. Staying vigilant and well-informed helps you effectively guard against phishing attempts.

Protecting Yourself from Phishing Attempts

Phishing attacks, where cybercriminals impersonate trustworthy entities to steal sensitive data, are becoming increasingly sophisticated.

To help shield yourself from the dangerous grip that phishing attacks can have on your workplace, it’s essential to adopt certain precautionary measures.

Here are some tips to consider to help keep your employees and company safe:

Be Properly Educated: Stay informed about the latest phishing techniques. Cybercriminals are always developing new tactics, and being aware can give you the upper hand.
Don’t Share Sensitive Information Hastily: Even if an email seems legitimate, never give out personal details, banking specifics, passwords, or sensitive work-related information without verifying the source.
Request Verification: If an email seems suspicious, seek confirmation. When in doubt, reach out to the entity directly using known contact methods, not the contact details provided in the suspicious email.
Look for Mistakes: Phishing emails might have grammatical errors, strange wording, or inconsistent branding. These are often giveaways.
Check the “From” Email Address: Always scrutinize the sender’s email address for oddities, such as extra characters or slight misspellings.
Hover Over Links: Before clicking links in an email, hover your mouse over them to see the actual web address. If the link address looks weird or doesn’t match the purported sender’s website, don’t click.
Update Regularly: Ensure your computer, smartphone, and other devices are up to date with the latest security patches. Software updates often contain fixes for known vulnerabilities that phishers and other cybercriminals exploit.
Enable Two-Factor Authentication: Where possible, enable two-factor authentication for your accounts. This provides an additional layer of security, making it more difficult for attackers to gain access even if they have your password.
Utilize Built-In Firewalls: Desktop firewalls and network firewalls are both essential and can block dangerous viruses, worms, and other threats.
Use Anti-Phishing Software: Consider investing in anti-phishing software for your devices. Such tools offer an added layer of defense against deceptive websites and emails.
Trust Your Instinct: If something seems off or too good to be true, it probably is. Remember that it’s always better to be cautious than in a bad position.
Backup Regularly: Regularly backup your data so that you can rapidly restore your systems to a safe state even if something goes awry.
Report Suspected Phishing Attempts: Always report suspicious emails or websites to the appropriate entities, such as the FTC. This not only helps protect you but can also prevent others from being scammed.

Remember, the key is employing an efficient combination of vigilance and proactivity to keep yourself safe. The more layers of protection you have, and the more educated you are about the threats that are out there, the harder it becomes for phishers to trick you.

Email Phishing FAQs

What could happen if I respond to a phishing email?

If you engage with a phishing email, there’s a risk of unintentionally handing over personal details or other confidential information to cybercriminals.

How do I report a phishing scam?

Suspect a phishing email? Refrain from clicking links or attachments and avoid entering personal data. Forward the email to your service provider’s designated address for reporting scams and ensure your office’s IT department is made aware.

Should I ignore a phishing email?

You should not interact with a suspicious emails. Every phishing email is a fraudulent attempt, and it’s best to avoid interaction with the sender. You should follow your company policies for reporting suspicious emails and may want to consider reporting the email and sender to the FTC to help keep others safe.

If I get a phishing email, should I report it to the company?

Yes, if you’re targeted with a phishing email that appears to come from a recognizable company, it’s crucial to notify them. These malicious emails are designed to deceive you into sharing sensitive details like passwords or credit card numbers, so the company must be made aware.

What happens when you report phishing?

Upon reporting, the phishing email undergoes scrutiny by cybersecurity experts. They trace its origin, investigate its transmission method, examine suspicious links or attachments, and implement measures to shield users and curb the spread of the phishing tactic.

What do I do if I think I’ve been successfully phished?

If you suspect you’ve fallen victim to a phishing scam:

Promptly change passwords for potentially compromised accounts.
Reach out to the entity the scammer was impersonating and inform them about the incident.
Heighten awareness throughout your company by sharing your real-world experience, helping to ensure that others are alert and can protect themselves from similar kinds of threats.