Report Phishing Email and Classify Junk / Non-Junk Email

Topic

How To (Outlook Desktop client, Web, Mobile application)

Environment (Products involved such as e.g. hardware, software, network)

Outlook , Phishing , Report 

Resolution or Steps

  • With Microsoft Outlook’s built-in "Report Message" option, you can automatically report phishing, spam and suspicious email to both the Minnesota State Information Security, Risk, and Compliance Team and Microsoft with the click of a button. Note: Notifying the Information Technology Service Desk is no longer necessary.

Outlook Report Message Classification Options

  • If you choose Junk, Phishing, or Not Junk, you'll have the option to send a copy of the message along with your message classification to both the Minnesota State Information Security, Risk, and Compliance Team. This information helps hone spam filtering.
  • Phishing Classification
    • This sends all the needed data to the Minnesota State Information Security, Risk, and Compliance Team.
    • You do not need to do any additional notifications to Metropolitan State University or the department or person the email appears to be coming from. 
  • Junk Classification
    • Messages that your Office 365 email account marks as junk are automatically moved to your Junk Email folder. However, spammers and phishing attempts are continually evolving. If you receive a junk email in your inbox, you can use the Report Message button to send the message to help improve spam filtering.
  • Not Spam classification
    • If you find an email in your Junk Email folder that's not spam, you can use the Report Message add-in to mark it as a legitimate email, move the message to your Inbox, and report the false positive to help  improve spam filtering.

Report Message Using Outlook Desktop Client

Note: Keep in mind each version of Outlook may look slightly different.

  • From Outlook desktop client you can use the Report Message button on an open or unopened email.
    • Single-click on an email to select an email without opening it or from an already opened email message, from the ribbon:
    • Click on Report Message > you can then select, Junk, Phishing, or Not Junk, classification.

“Outlook message window showing the ribbon options. On the far right, the ‘Report Message’ menu is expanded, displaying options: ‘Junk,’ ‘Phishing,’ ‘Not Junk,’ ‘Options…,’ and ‘Help.’ The Report Message section is highlighted with a red box.”

  • Select Report.

“‘Report Message’ window titled ‘Report as phishing.’ Text explains that phishing email is designed to obtain personal information by impersonating popular websites or including malicious links. It asks whether to send a copy of the message to Microsoft to help improve email protection technologies. Buttons at the bottom are labeled ‘Report’ and ‘Don’t Report.’”

Report Message Using Outlook Web

  • From Outlook Web you can report and classify messages as, Junk, Phishing, Block, without having to open the email.
    • Single-click on an email to select an email without opening it and select a classification option.

“Outlook web mailbox with an email selected. At the top toolbar, the ‘Junk’ menu is expanded, showing the options ‘Junk,’ ‘Phishing,’ and ‘Block.’ The expanded Junk menu is highlighted with a red box.”

  • You can also report email from the reading pane view.
    • From email viewing pane click on ellipses (...) select Report Message and select a classification option.

“Outlook message options menu opened via the three‑dots button. The menu shows actions including ‘Reply all,’ ‘Forward,’ ‘Delete,’ ‘Mark as unread,’ ‘Flag,’ ‘Mark as junk,’ ‘Mark as phishing,’ ‘Assign policy,’ and others. At the bottom of the menu, the ‘Report Message’ submenu is expanded, displaying options: ‘Junk,’ ‘Phishing,’ ‘Not Junk,’ ‘Options…,’ and ‘Help.’ The three‑dots button and the Report Message section are highlighted with red arrows and a red box.”

  • Select Report.

“‘Report Message’ window titled ‘Report as phishing.’ Text explains that phishing email is designed to obtain personal information by impersonating popular websites or including malicious links. It asks whether to send a copy of the message to Microsoft to help improve email protection technologies. Two buttons at the bottom are labeled ‘Report’ and ‘Don’t Report.’”

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