How to Spot a Phishing Email: Common Examples and Red Flags
Most cyberattacks on small organizations don't start with a hacker breaking through a firewall. They start with an email that looks normal enough to click. Phishing emails try to trick you into entering a password, opening an infected attachment, or sending money or gift cards. Small businesses and churches in Midlothian, Ellis County and across North Texas get them every day.
The good news: most phishing emails share the same warning signs. Once your team knows what to look for, they become much easier to spot.
Common phishing examples
These are typical patterns, not real messages, but you've probably seen versions of each:
The fake password reset. "Your Microsoft 365 password expires today. Click here to keep your account." The link goes to a lookalike sign-in page that captures your password.
The boss or pastor in a hurry. "Are you available? I need you to pick up gift cards for a client. Keep this between us." The display name matches someone you know, but the actual email address doesn't.
The invoice or payment change. "Attached is your overdue invoice," or "We've changed banks, please send future payments to this new account." These target whoever pays the bills.
The shipping notice. "We couldn't deliver your package. Confirm your address." The link leads to a fake form.
The shared document. "A document has been shared with you." Clicking asks you to "sign in" to view it.
The scary pop-up or warning. "Your computer is infected, call this number now." Real security software doesn't ask you to call a stranger.
For more targeted attacks, read our post Don't Get Hooked by Spear-Phishing Attacks.
Red flags to check before you click
Check the sender's real address. Tap or hover over the name. A message "from" your bank or a coworker that comes from a misspelled or unrelated domain is a warning sign.
Hover over links before clicking. Make sure the web address goes where it claims to go. Be careful with lookalike spellings.
Watch for urgency and secrecy. "Today," "immediately," "account suspended" and "don't tell anyone" are classic pressure tactics.
Be suspicious of unexpected attachments. Especially invoices, zip files or documents asking you to "enable content."
Never send money or gift cards based on email alone. Call the person at a number you already know, not the one in the email.
Look at the greeting and details. Generic greetings, odd grammar, or a request that doesn't fit how your office normally works should slow you down.
What to do if you clicked
Don't panic, and don't hide it. Acting quickly matters more than anything else.
Disconnect. If you opened an attachment or something installed, unplug the network cable or turn off Wi-Fi on that computer.
Change your password from a different, trusted device, and turn on multi-factor authentication if it isn't already on.
Tell someone. Let your manager or IT provider know right away so they can check other accounts and computers.
Call your bank if you sent money or entered financial information.
Watch for follow-up messages sent from your account to your contacts.
If files are encrypted or missing afterward, good backups are what get you back to work. Learn more about our backup and disaster recovery services, and read 7 Things You Need to Know About Ransomware. If a drive or device is damaged, GTS Data Recovery can help.
Layers that stop phishing before it reaches you
Training people is important, but it works best with technical protections behind it:
Email filtering to catch many phishing messages before they reach the inbox.
Multi-factor authentication so a stolen password alone isn't enough.
A business firewall. Gill Tech Services is SonicWall Certified, and our cybersecurity services include security assessments, patch updates and incident response.
Up-to-date computers. Patched systems close many of the holes malicious attachments try to use. Our managed IT services keep updates on schedule.
A local partner in Midlothian
Gill Tech Services is located at 560 Kirk Road in Midlothian. Tony and Donna Gill run the company, and Tony has supported small businesses and churches across North Texas with more than 29 years of IT experience. We explain things in plain English. See all of our IT services in Midlothian, TX.
FAQ
What is phishing?
Phishing is a scam message, usually email, designed to trick you into giving up a password, opening malware, or sending money.
Is opening a phishing email dangerous?
Opening the message is usually lower risk than clicking its links or opening attachments. Don't click, don't reply, and report or delete it.
What should I do with a suspicious email?
Don't click anything. Verify with the sender using a phone number you already have, and forward it to whoever handles IT for your office.
Can a firewall stop phishing?
A firewall helps block malicious traffic, but phishing relies on people. The best protection combines filtering, multi-factor authentication, updates and staff awareness.
Schedule a free consultation
Want to know how well your office would hold up against a phishing email? Call 214-817-8060 or email helpdesk@gilltechsvcs.net to schedule a free consultation.
Comments