Don't Fall for Phishing Scams!  5 Tips to Stay Safe

Phishing scams are a modern nightmare no one wants to face. Imagine being responsible for a security breach, unknowingly sharing your company's sensitive information by clicking on a deceptive email. According to Tessian research, employees receive an average of 14 malicious emails per year, making phishing scams more common than we might like to think. Anyone can become a target. So, how can you avoid these phishing emails? What should you do if you receive one? And what steps should you take if you accidentally click on one?

In this blog, you will find: 

🔎 How Can You Identify Phishing Attacks?

⛔ What Should You Do If You Receive a Phishing Email?

⚠️ What Should you do if you think you've been successfully phished?

📍 Evaluate Your Threat Landscape with a Free Assessment

🏁 Conclusion

The good news is there is a way to shield yourself and your business from such threats. This blog is designed to equip you with essential tips to recognize phishing signs, know how to respond when encountering a suspicious email, and, importantly, what steps to take if you've already fallen victim to a phishing attempt. Understanding these guidelines can safeguard your personal and business security and help you avoid becoming a phishing scam victim. So, dive in and give yourself the knowledge needed to stay safe!

How Can You Identify Phishing Attacks?

Phishing is a popular form of cybercrime because it is highly effective. Cybercriminals have successfully used emails, text messages, and direct messages on social media or in video games to get people to respond with their personal information. Cybercriminals send an estimated 3.4 billion emails daily, highlighting the importance of being vigilant. The best defence is awareness and knowing what to look for. Some signs can help you identify phishing scams when you open an email or message. Here are some warning signs to look out for:

Urgent call to action or threats

Be cautious of emails that pressure you to take immediate action, such as clicking a link, calling a number, or opening an attachment. These messages often claim you must act now to claim a reward or avoid a penalty. This sense of urgency is a common tactic used in phishing attacks to prevent you from thinking critically or consulting with someone who may warn you.

💡Tip: If a message urges you to act quickly, take a moment to pause. Carefully review the message. Is it truly legitimate? Slow down to ensure your safety.

First-time, infrequent senders or senders marked [External]

Receiving emails from new or infrequent senders, especially those marked as external, can be a potential red flag for phishing. While it's not uncommon to receive messages from unfamiliar sources, especially if they are from outside your organization, it’s wise to take extra precautions in these instances. Constantly scrutinize such emails closely before engaging with them.

💡 Tip: Cross-check the sender’s email address with the official contact information on the legitimate website or other reliable sources before proceeding.

Spelling and bad grammar

Professional companies typically have editorial teams to ensure their communications are polished and error-free. If an email contains obvious spelling or grammar mistakes, it may be a scam. These errors could result from poorly translated content or be intentional to bypass spam filters.

💡 Tip: Be extra cautious if you notice multiple errors. Consider contacting the organization directly to verify the authenticity of the message.

Generic greetings

Legitimate organizations that work with you will typically address you by your name in their communications. If an email begins with a generic greeting such as "Dear Customer" or "Dear Sir/Madam," it could be a sign that it is not truly from your bank or any other legitimate business.

💡 Tip: Always verify the sender’s email address and check if the organization uses more personal greetings in other communications with you.

Mismatched email domains

If an email claims to be from a reputable organization like a bank or a well-known company, but the sender's email domain does not match the company’s official domain (e.g., using Gmail or strange domains like microsoft-support.xyz), it's likely a scam. Be on alert for subtle domain misspellings as well. Scammers often replace letters with similar-looking characters, like "micros0ft.com" (using a zero instead of the letter 'o') or "rnicrosoft.com" (using "r" and "n" to mimic an "m").

💡 Tip: Always double-check the domain in the sender’s email address and be alert for misspellings or unusual domain endings.

Suspicious links or unexpected attachments

If you suspect an email might be a phishing attempt, do not click on any links or open attachments. Instead, hover your mouse over the link (without clicking) to reveal the real web address. If the link looks unfamiliar or doesn't match what was typed in the message, it’s probably a scam.

💡 Tip: When in doubt, navigate directly to the company’s website by typing its URL into your browser instead of clicking on any links in the email.

Fake Order Scams

Fake order scams prey on people's excitement and urgency about recent purchases. Cybercriminals send emails that appear legitimate order confirmations or invoices, tricking recipients into thinking they’ve made a purchase. These messages usually prompt you to review order details or payment information by clicking a link or opening an attachment. The link often leads to a phishing site designed to steal your personal and financial information.

💡 Tip: Always verify order details by logging directly into your account through the retailer’s official website. Avoid clicking on email links, and cross-check the sender’s email address with the company's legitimate contact information.

What Should You Do If You Receive a Phishing Email?

How Do I Report a Phishing Email?

Phishing attacks are a significant threat to businesses regardless of their sizes, and email remains one of the primary vectors for these attacks, as explained. Since Microsoft Outlook and Google Gmail are two of the most popular email services for businesses, it’s essential to know how to report phishing attempts on these platforms.

Report to Microsoft

☑️ Microsoft 365 Outlook: With the suspicious message selected, choose Report message from the ribbon and then select Phishing. This is the fastest way to report the message and remove it from your Inbox, and it will help Microsoft to improve their filters so that you see fewer of these messages in the future. For more information, see Use the Report Message add-in.

Report to Google

☑️ Gmail: On a computer, go to Gmail. Open the message. Next to Reply, click More (the three vertical dots), and then click Report phishing. This will help Google improve its filters and protect other users from similar attacks.

By following these steps, you can help protect yourself and others from phishing scams. If you are seeing signs of a scam and are suspicious of an email, it’s better to be safe than sorry! Report it.

What Should you do if you think you've been successfully phished?

If you suspect you’ve fallen victim to a phishing attack, here are some steps you should take:

1. Document the Details: While it’s still fresh in your mind, write down as many details you shared as you can remember. This includes any information you may have shared, such as usernames, account numbers, or passwords, and the platform where the attack occurred (e.g., email, social media, etc.).

2. Change Your Passwords: Immediately change the passwords on all affected accounts and any other accounts where you use the same password. Ensure each account has a unique, strong password. Consider using a password manager to help create and store these passwords securely. 

3. Enable Multifactor Authentication (MFA): Turn on MFA (also known as two-step verification) for all your accounts. This adds an extra layer of security by requiring a second form of verification in addition to your password.

4. Notify Relevant Parties: If the attack involves your work or school accounts, inform your IT support team. If you shared financial information, contact your bank or credit card company to alert them to potential fraud. 

5. Report to Authorities: If you’ve lost money or been a victim of identity theft, report the incident to local law enforcement. The details you documented in step 1 will be very helpful to them.

ProServeIT's one-pager is perfect for sharing with your team to protect your business from phishing attacks! 

Evaluate Your Threat Landscape with a Free Assessment

In addition to phishing scams, another serious cybersecurity risk is fraudulent login attempts to IT networks. Assess your threat landscape with a complimentary threat landscape report for your environment. With our innovative visualization tool, you can get a clear, comprehensive view of login activity in your environment from across the globe. This tool maps both successful (🟡 yellow dots) and unsuccessful (🔴 red dots) login attempts, offering valuable insights into potential threats. Alongside this visual representation, you'll receive an in-depth report that includes a dark web scan, exposure of privileged roles, and a secure score, among other critical cybersecurity factors.

Understanding whether your organization is under attack—and identifying where those threats are coming from—empowers you to take action quickly and effectively. The urgency of robust cybersecurity measures cannot be overstated.

At ProServeIT, we are committed to helping businesses overcome the obstacles to implementing critical cybersecurity solutions. We ensure that your sensitive information stays protected against cybercriminals' ever-evolving tactics! Contact us to get a complimentary map and report! 

Related blog:

💡Understanding Ransomware Attack Stages and AI's Role in Cybersecurity

🛡️ Protecting Your Business from Phishing Scams: A Comprehensive Guide

Conclusion

In today’s digital landscape, phishing attacks remain a constant threat to individuals and businesses alike. With cybercriminals becoming more sophisticated, staying informed and vigilant is crucial. Recognizing the warning signs of phishing emails, understanding the steps to take if you receive one, and knowing how to respond if you fall victim are essential for safeguarding your data and minimizing risk.

By adopting proactive measures like reporting suspicious emails, enabling multifactor authentication, and educating your team, you can significantly reduce the chances of a successful phishing attack. ProServeIT is here to help your organization build a robust cybersecurity defense. Take advantage of our complimentary Threat Landscape Assessment, which provides a detailed report and visualization of login activity, including both successful and unsuccessful attempts, along with a dark web scan and exposure insights. Reach out today to fortify your digital environment and protect your business from evolving threats.