Email is one of the most common forms of communication, which makes it a good target for cyber-attacks. Phishing emails are designed to trick people into clicking links, revealing information or downloading malicious content. Phishing emails can look legitimate, so it’s important to stay vigilant when opening emails.
As an IT support provider, we’ve seen firsthand how phishing can disrupt business and lead to costly breaches. Here’s how you can identify and protect yourself from phishing scams.
What Is a Phishing Email?
A phishing email is a message that appears to come from a legitimate source, but is actually fraudulent. These messages can look as though they are from someone you trust, like your bank, courier or even someone you know. Phishing emails are designed to steal data such as passwords, bank details or login information. Quite often, these emails will create a sense of urgency, by using phrases such as “URGENT ACTION REQUIRED” which can prompt action without careful thought.
Common Signs of a Phishing Email
- Suspicious Sender Address
Although you might recognise the name of the sender, for example Joe Bloggs, if you hover over the email address and see that it has additional characters or some subtle adjustments like “[email protected]”, then it’s likely a fake. - Generic Greetings
Phishing emails often use greetings like “Dear valued customer” instead of addressing you by name. This is often a red flag, as legitimate companies will most likely personalise their communications. - Spelling and Grammar Mistakes
Quite often, phishing emails contain more than just your occasional typo, they may have consistent grammatical errors and spelling mistakes. - Urgent or Threatening Language
Emails claiming you owe money, or you’ll be locked out of your account if action isn’t taken, can create panic, and may cause you to act hastily without your usual level of care. Always be vigilant and take the right precautions before acting. - Unusual Attachments or Links
Attachments on emails which end in .exe, .scr, or .zip, or any links that redirect you to unfamiliar websites are a strong sign of a phishing attempt. Hovering over any links will show you which website it directs you to, so always be sure to check this before clicking. - Offers That are Too Good to Be True
Some phishing emails offer prizes, rewards or inheritance you weren’t expecting. If it seems too good to be true, it probably is.
How to Avoid Phishing Attacks
- Think Before You Click
Don’t click on links or download attachments from unknown or unexpected sources. - Verify the Source
If an email seems suspicious, contact the sender through a known and trusted method (like calling your bank directly) instead of replying. - Enable Multi-Factor Authentication (MFA)
MFA adds an extra layer of security, so even if your password is compromised, hackers still need a second code to access your accounts. - Keep Software Updated
Software that hasn’t expired will receive updates which address known vulnerabilities, so it’s vital that software is kept up to date. Scheduling updates automatically can help keep on top of this. - Use Advanced Email Filtering
Business-grade email platforms, such as SpamTitan, can detect and filter out many phishing emails before they reach your inbox. - Educate Your Team
Regular staff training and simulated phishing exercises can keep everyone sharp and help reduce human error.
What to Do If You Suspect a Phishing Email
Don’t interact with the message. Don’t click, reply or download anything.
Report it. Most email platforms have a “Report Phishing” option. If it’s work-related, alert your IT support company immediately.
Delete it. Once reported, remove the email from your inbox.
Final thoughts
Phishing attacks are constantly evolving, but with the right awareness and precautions, you can significantly reduce your risk. Stay vigilant, educate your team and don’t hesitate to contact your IT support provider if something feels off.
Need help securing your business from phishing and other cyber threats? Contact us today to learn more about our managed IT and cyber security services.
