How to Identify a Phishing Scam

Phishing Emails Are Getting Harder to Spot

We’ve all heard about phishing emails. But how do we identify them, and what should we do when we encounter one?

Cybercriminals are becoming increasingly sophisticated, designing emails that resemble legitimate Microsoft, banking, shipping, and document-sharing notifications. In many cases, these attacks only require a single click to compromise an account.

Important: The goal is not to scare users. The goal is to slow down, verify the message, and avoid giving attackers an easy opportunity.

What are Phishing Emails Trying to Do?

At first glance, an email may appear to be a legitimate Outlook or Gmail notification saying someone “reacted” to a message or that a “document was signed.” Or it may include a “Go to message” link encouraging the recipient to click.

However, emails like this are commonly designed to redirect users to a fake login page. If a user enters their credentials, attackers may be able to steal login information and session tokens, potentially allowing unauthorized access to the account.

External sender warning: First-time sender

Go to message

Red Flags in Emails

Here are several warning signs that immediately stand out in this message. Select each card to review the risk.

!External Sender Warning

The email is flagged as “External” and “First-Time Sender,” both of which should encourage additional caution.

?Unexpected or Generic Notification

Notifications such as “reacted to your message” or “document signed” may create curiosity, especially if you were not expecting them.

→Pressure to Click a Link

The “Go to message” button is intended to create immediate action before the user has time to verify legitimacy.

iLack of Specific Context

The email does not clearly explain which document or message is being referenced.

⚠Formatting & Branding Issues

Broken images, unusual formatting, or inconsistent branding are often indicators of spoofed or malicious emails.

What You Should Check on Every Email

Before clicking links or opening attachments, take a few moments to verify the message.

Review the full email address carefully for misspellings, unusual domains, or sender names that do not match the actual email address.

Unexpected emails should always be treated cautiously, even if they appear to come from Microsoft, a vendor, or a coworker.

Verify that links direct to legitimate domains before interacting with them.

Attackers often rely on urgency, fear, or curiosity to encourage impulsive clicks.

Do not click links, open attachments, or reply to suspicious emails. Forward them to your IT team for review.

Quick Check: Would You Click?

Test your reaction with a simple scenario.

You receive an unexpected “document signed” email with a button that says “Go to message.” What should you do first?

Key Takeaway

Modern phishing attacks are designed to appear legitimate and trustworthy. In many cases, a single click is all it takes to compromise an account or expose sensitive business data.

Taking a few extra seconds to verify an email can help prevent a much larger security incident.

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How to Identify a Phishing Email Before It’s Too Late