Phishing emails are one of the most common cybersecurity threats facing businesses today. These messages attempt to trick users into sharing sensitive information, clicking malicious links, or downloading harmful attachments.
Understanding how to recognize and respond to phishing attempts is essential to keeping your business secure.

This guide explains how to identify phishing emails, best practices for staying safe, and what to do if you believe you’ve been targeted.

✅ What Is a Phishing Email?

A phishing email is a fraudulent message that appears to come from a legitimate company, coworker, or service. The goal is to deceive you into:

• Entering your password into a fake login page

• Sending sensitive information

• Downloading malware

• Transferring money or gift cards

These emails often create a sense of urgency or fear to pressure quick action.

✅ How to Identify a Phishing Email

Review the checklist below anytime you feel uncertain about an email.

1. Suspicious Sender Address

Phishing emails may come from:

• Slightly misspelled domains (e.g., micr0soft.com)

• Free email accounts pretending to be official (e.g.,
  companyname@gmail.com

• )

• Unfamiliar senders claiming authority

Always confirm the sender’s true email address — not just the display name.

2. Unexpected Requests or Urgent Demands

Phishing emails often include phrases like:

• “Your account will be deactivated in 24 hours.”

• “Immediate action required.”

• “Pay this invoice now.”

• “Verify your password or you’ll lose access.”

Legitimate companies rarely use urgent threats.

3. Links That Don’t Match the Real Website

Before clicking, hover your mouse over the link (without clicking).

Red flags include:

• Misspelled URLs

• Extra characters or hyphens

• Links that do not match the company’s actual website

If it looks suspicious, don’t click it.

4. Poor Grammar, Spelling, or Formatting

Professional organizations typically avoid obvious errors.
Phishing messages often include:

• Strange formatting

• Odd language

• Incorrect punctuation

This is a clear sign something is wrong.

5. Unexpected Attachments

Common malware files include:

• .zip

• .exe

• .html

• .pdf from unknown sources

• Office documents asking you to “Enable Macros”

Never open attachments unless you’re expecting them.

✅ Best Practices to Protect Your Business

1. Enable Multi-Factor Authentication (MFA)

MFA blocks attackers even if they obtain your password.
We strongly recommend enabling MFA across all email and business systems.

2. Keep Software and Devices Updated

Updates often include security patches that protect against new threats.

Ensure your:

• Operating system

• Web browser

• Antivirus

• Email client
  are always up-to-date.

3. Train Your Team Regularly

Even basic awareness training significantly reduces risk.
Topics should include:

• Recognizing phishing attempts

• Reporting suspicious emails

• Safe password practices

We can assist with security awareness training if needed.

4. Use Strong, Unique Passwords

Avoid using the same password for multiple services.
Consider a password manager for your team.

5. Do Not Use Public Wi-Fi for Work Accounts

If unavoidable, use a company-approved VPN.

6. Verify Requests Through a Secondary Channel

If you receive an unexpected message asking for money, credentials, or sensitive information:

• Call the sender directly

• Message them using another platform

• Confirm through an official channel

Never rely solely on email.

🛑 What to Do If You Think You Received a Phishing Email

1. Do NOT click any links

Do NOT download attachments or reply.

2. Mark the Email as Spam or Phishing

Each email platform has a built-in option to report phishing.

3. Notify Your Manager or IT Team Immediately

Send a screenshot — not the email itself — to your internal team or OneStop support.

4. Submit a Support Ticket If You're Unsure

Our team can review suspicious messages and confirm whether they're legitimate.

Provide:

• Sender’s email

• Screenshot of the message

• Description of what you clicked (if anything)

🚨 If You Clicked a Link or Entered Your Password

Take these actions immediately:

1. Change your password (Microsoft 365, Google Workspace, or Zoho Mail).

2. Enable MFA if not already on.

3. Notify OneStop Northwest Support so we can check for unauthorized access.

💡 Remember:

Phishing is a threat that relies on human error — not system failure.
Staying cautious and informed is your best defense.