Why Report? The Critical Role of Reporting Suspicious Emails in Outlook
Malicious and suspicious emails pose significant risks to modern businesses. Microsoft Outlook, a leading email client, offers built-in methods to report concerning emails, crucial for maintaining network security. Reporting allows for quick identification of threats and prevents accidental blocking of essential communications.
Missing important emails from customers, clients, or colleagues can have serious consequences. Therefore, using Outlook's built-in report buttons and options to manage good and bad emails effectively is vital for your network security.
How It Works Utilizing Outlook's Reporting Features: A Step-by-Step Guide
Microsoft 365 users have various tools to prevent phishing and other email-based attacks. Employees can report phishing emails or any suspicious email in Outlook, which can then be reviewed by your IT or admin team. Microsoft provides free tools for this purpose, simplifying the reporting process.
Training your staff and providing ongoing support are essential for protecting your business. The key tools include: Microsoft Report Message add-ins (compatible with all Outlook platforms, including web-based versions), Microsoft Report Phishing add-ins (also compatible across all platforms), and the built-in reporting feature on Outlook on the web.
Web Reporting Using the Built-in Report Button in Outlook on the Web
If you utilize Outlook on the Web, you can use the integrated Report button. However, 'user reporting' must be enabled, and your IT staff must configure the settings for proper message submission.
The Report button may be unavailable if 'user reporting' is off or if a non-Microsoft button is installed. For shared mailboxes, two methods are supported: using 'send as' or 'send on behalf' permissions, and adding 'read and manage' permissions along with the 'send as' and 'send on behalf' permissions. Users can report multiple messages at once by marking them as 'Junk' or 'Phishing.' The reported messages are then sent for review, with 'Junk' messages going to a Junk Email folder and 'Phishing' messages being deleted.
Add-ins Power Leveraging Report Phishing and Report Message Add-ins
For platforms other than Outlook on the Web, the Report Phishing and Report Message add-ins enable reporting of suspicious and phishing messages. These add-ins must be installed for effective network security. Synivate can help configure these reporting options, considering add-in and Outlook platform compatibility.
With these add-ins, users can report junk and potential phishing emails directly in Outlook. Select an email, click 'Report Message,' and choose either 'Junk' or 'Phishing.' Depending on the settings, these messages are sent to an internal reporting mailbox, Microsoft, or both. Junk messages are moved to the Junk Email folder, and phishing messages are deleted. Administrators can mark items as 'Not Junk' to reclassify messages.
“Reporting suspicious emails in Outlook is crucial to prevent attacks and safeguard your company's data.
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Microsoft's Role What Happens to Reported Messages at Microsoft?
When you report messages, you can forward them to Microsoft for review. Your IT team can use the 'user reported' tab within the 'submissions' page inside Microsoft Defender to view messages and determine their status.
Information available from Microsoft includes payload reputation, grader analysis by human reviewers, policy hits identifying any blocks or overrides, and an assigned ID with related data. This data helps fine-tune filters and policies to prevent email threats within your organization.
Employee education, training, and ongoing support are critical for the continued success of these methods.
Network Security Solutions Enhancing Your Network Security with Expert Support
Synivate specializes in creating customized network security services tailored to the unique needs and requirements of our clients. Our extensive experience and team of knowledgeable technicians and engineers will collaborate with you to develop a comprehensive program designed to protect your critical data from both internal and external threats.
If you're looking to improve your organization's network security, contact us at 517-617-0704. Our consultants are ready to discuss innovative technology solutions for SMBs in the Greater Boston area and beyond.