How to Spot Phishing Emails | A Comprehensive Guide

We often use email, but emails can be fake and threaten your business. Thus, being vigilant and understanding the most popular signs of phishing scams is crucial. This guide focuses on a pressing question: How can you spot phishing emails and check if an email is spam?

Our guide provides clear, easy strategies to identify these fake emails. We'll guide you through the key signs that give away a phishing email and how to tell a fake email.

The Rising Threat of Phishing in the Digital Age

Phishing attacks remain a top threat for organizations. Businesses are more dependent than ever on digital communication, including email, SMS, and voice channels. This reliance opens doors for cybercriminals to execute advanced phishing attacks. The shift to remote work has further heightened the risk of these attacks.

Understanding and scanning email for phishing is crucial. The recent report from Zscaler ThreatLabz presents a concerning trend in cybersecurity: phishing attacks are not just continuing but are increasing significantly. The 2022 data shows a startling 47.2% rise in phishing incidents compared to 2021. This surge is attributed to cybercriminals employing more complex methods to execute large-scale attacks.

The Evolution and Types of Phishing Attacks

Over time, phishing has evolved, becoming more sophisticated and harder to detect. Initially, phishing attacks were primarily through emails mimicking legitimate companies. However, today, they've expanded to include more complex forms like spear phishing, targeting specific individuals, and whaling, aimed at high-profile targets. Understanding these types, from their methods to their targets, is key to developing effective strategies to counter them.

How to Recognize Phishing Emails?

Recognizing phishing emails is an essential skill. These deceptive messages are designed to look authentic, but with careful examination, you can spot them. Being aware of the common signs of a phishing email helps protect your personal and professional information from cybercriminals.

A sample phishing email and the tips to identify it:

Language and Content Red Flags in Phishing Emails

One of the first aspects to look deeper in an email is its language and content. Since it is an advanced phishing attack, it has probably bypassed phishing protection solutions. Phishing emails often contain urgent or alarming language to create a sense of panic. Look for spelling and grammar errors, which are common in phishing attempts. Also, be wary of emails that ask for sensitive information like passwords or financial details, as legitimate organizations rarely request such information via email. See the most common indicators of a phishing attack.

Analyzing Phishing Email Layouts and Design Elements

An email's visual layout and design can also provide clues. Phishing emails might imitate the design of a legitimate company but often have some differences. Pay attention to mismatched logos, poor image quality, and unusual formatting. These inconsistencies can indicate that the email is not from a legitimate source.

Deciphering Email Headers and Sender Information

Finally, examining the email header and sender information is crucial. Check the sender's email address carefully; phishing emails often have addresses similar to legitimate ones but with slight variations. Understanding how to view and interpret email headers can also help identify whether an email has come from a trusted sender or a potentially harmful source.

By familiarizing yourself with these indicators, you can enhance your ability to spot phishing emails, significantly reducing the risk of falling victim to these cyber threats.

Technical Aspects of Phishing Emails

Phishing emails are more than just deceptive messages; they often contain technical elements designed to compromise security. Understanding these technical aspects is crucial for anyone looking to protect themselves from these sophisticated cyber threats.

See a sample lifecycle of technical aspects of phishing emails below:

The Role of Malicious Attachments and Links

Malicious attachments and links are among the primary tools used in phishing emails. These attachments may appear harmless but can contain malware or viruses designed to infect your device. Similarly, links in phishing emails often lead to fraudulent websites that mimic legitimate ones, designed to steal your personal or financial information. Always be cautious about opening attachments or clicking links from unknown or suspicious sources.

Understanding Spoofed Email Addresses and Domains

Phishing emails often use spoofed email addresses and domains to appear more legitimate. These email addresses and domains are manipulated to look like they are from a trusted source, such as a well-known company or organization. However, upon closer inspection, you may notice minor discrepancies or unusual characters in the address. Identifying these subtle differences can be key in recognizing and avoiding phishing attempts.

How to Prevent Falling for Phishing Emails

Having strategies in place to prevent falling victim to these scams is vital. By adopting a proactive approach and implementing effective measures, individuals and organizations can significantly reduce their risk of being compromised.

What are Email Security Best Practices

Sticking to email security best practices is key in defending against phishing attacks. This includes being cautious with email attachments and links, especially from unknown senders. Regularly updating passwords and using complex combinations can also bolster your defenses. Additionally, always verify the authenticity of personal or financial information requests, and educate your assets on the latest phishing tactics and trends.

How to Use Anti-Phishing Tools and Software

Leveraging anti-phishing tools and software is a smart way to enhance email security. These tools can automatically detect and alert you to potential phishing emails, helping to filter out malicious content before it reaches your inbox. Investing in reliable antivirus software and regularly updating it can protect against phishing attempts.

Importance of Regular Security Training and Awareness

Regular security training and awareness is crucial, especially in organizational settings. Educating employees about the risks and signs of phishing emails can significantly reduce the likelihood of successful attacks. Conducting regular training sessions, sharing updates about new phishing techniques, and promoting a culture of security awareness are effective ways to foster a vigilant and informed workforce.

What to Do If You Suspect a Phishing Email

Knowing the right steps is crucial if you encounter a potential phishing email. Quick and appropriate actions can prevent data breaches and mitigate potential damage. Please check the following picture to see the three steps if you suspect a phishing email below:

What are Actions Upon Identifying a Phishing Attempt

When you receive an email that looks suspicious, it's important to know how to respond properly to protect yourself and your information.

Here are the steps you should take if you suspect an email is a phishing attempt:

• First Step: When you think an email might be a phishing scam, do not click on any links, open attachments, or respond to the email.
• If You Clicked: If you accidentally clicked on something in the email, immediately disconnect your device from the internet to stop any possible viruses from worsening.
• Change Passwords: If you're worried your information was stolen, change your passwords just to be safe.
• Scan Your Device: Use the latest antivirus software to check your computer or device for any bad software and get rid of it.

Reporting Phishing - Who to Contact and How to Report

Reporting a phishing email is a vital step in the fight against these cyber threats. If you're within an organization, the first action should be to inform your IT department or cybersecurity team. They have the expertise to take appropriate measures to secure the organization's network and safeguard other users. Report the phishing attempt to your email service provider for personal email accounts. Most providers have a specific feature for reporting suspicious emails.

You can also report phishing emails to relevant national authorities, such as the Cybersecurity and Infrastructure Security Agency (CISA) in the United States or equivalent bodies in other countries. These reports are crucial for monitoring phishing trends and preventing future attacks.

Your company might have implemented specific phishing detection and reporting tools, such as the Keepnet Labs phishing reporter tool. Such tools are designed to streamline reporting and analyzing phishing attempts. By utilizing these tools, you can quickly and effectively contribute to your organization's cybersecurity efforts, promptly identifying and mitigating phishing threats.

Next Steps: Protecting Your Business with Keepnet

Keepnet's Email Threat Simulator is a tool designed to test and improve the security of email systems like Office 365, Google Workspace, and Secure Email Gateways (SEGs).

It sends over 700 real-world attack simulations to a dedicated test inbox, identifying vulnerabilities that bypass SEGs. The tool aims to enhance email security by fixing vulnerabilities, hardening secure gateways, and improving blocking efficiency.

It provides detailed reports, continuous defense checks, and recommendations for strengthening email security against various threats, including malicious attachments, ransomware, and APT attacks.

We offer other products listed below:

• Phishing Simulation and Cyber Security Awareness Training: Keepnet's tools educate employees on phishing threat recognition and response.
• Vishing Simulator: Simulates phone phishing to improve employee detection of fraudulent calls.
• Smishing Simulator: Prepares employees to recognize malicious SMS messages.
• MFA Phishing Simulator: Teaches how attackers might circumvent MFA, emphasizing code security.
• Quishing Simulator: Educates on QR code phishing risks and safe scanning practices.
• Callback Phishing Simulator: Simulates callback phishing, teaching effective response strategies.
• Incident Response: Provides tools for quick action in suspected phishing incidents.

Please watch our quick YouTube video and learn how to spot phishing emails and analyze them.