Phishing emails have become an increasingly common method for cybercriminals to trick individuals into revealing personal, financial, or corporate information. Outlook, as one of the world’s most widely-used email platforms, offers multiple options for identifying and reporting these suspicious messages. Knowing how to recognize and report phishing emails is crucial not only for protecting your information but also for helping to prevent such attacks from spreading further.
TLDR (Too Long, Didn’t Read)
Phishing emails often look legitimate but are designed to steal personal and corporate data. Microsoft Outlook provides built-in features to help you report these emails quickly. Whether you’re using Outlook on the web, desktop, or mobile, you have convenient options to flag suspicious content. Reporting phishing helps bolster Microsoft’s spam and phishing filters and keeps the online environment safer for everyone.
What Is Phishing?
Phishing is a cyberattack technique where attackers impersonate legitimate entities or people to trick you into clicking malicious links, downloading malware, or providing sensitive information like passwords or banking details. These attacks may come in clever disguises—appearing to be from your bank, a co-worker, or even Microsoft itself.
Effective phishing attempts usually involve:
- Urgency or scare tactics – e.g., “Your account will be closed!”
- Familiar branding or logos – often closely mimicking real emails
- Suspicious links or attachments – leading to dangerous sites or files
Why It’s Important to Report Phishing
When you report phishing, you’re contributing to a larger net of cybersecurity protections. Microsoft uses your reports to improve its filters and protect others. Think of every report as a small step towards building a more secure network for millions of users.
It’s not just about your security—it’s about everyone’s security.
How to Recognize a Phishing Email
While some phishing emails are easy to spot, others are sophisticated and plausible. Here are a few red flags to help you identify a potential phishing email:
- Generic greetings like “Dear User” or “Dear Customer”
- Errors in grammar or spelling
- Unexpected attachments or links
- Email addresses that don’t match the sender’s name
How to Report Phishing in Outlook
Outlook gives you a few options for reporting suspicious messages. The steps vary slightly depending on your platform: Outlook Web App (OWA), Outlook Desktop App (Windows or Mac), or the Outlook Mobile App. Let’s walk through each.
1. Reporting Phishing on Outlook Web (OWA)
To report phishing using the Outlook Web App:
- Open the suspicious email without clicking any links.
- Click the three-dot (…) menu in the top right corner of the message window.
- Select Report > Report phishing.
- Confirm the action when prompted.
This alerts Microsoft, and the message is moved to your Junk folder or deleted, preventing accidental engagements.
2. Reporting Phishing in Outlook Desktop App (Windows)
If you’re using the desktop version of Outlook on Windows:
- Select the suspicious email, but don’t open any links or attachments.
- On the ribbon, click the Report Message button (you may find this under the Home tab).
- Choose Phishing.
If you don’t see the Report Message button, you may need to install Microsoft’s “Report Message” add-in.
3. Reporting Phishing in Outlook for Mac
The Mac version of Outlook shares similar steps:
- With the message selected, choose the Report Message icon on the toolbar.
- Click Phishing from the dropdown menu.
Like on Windows, the option may not appear by default and might require installation of the add-in.
4. Reporting Phishing in Outlook Mobile App
Outlook Mobile (for iOS and Android) has a streamlined process:
- Tap and hold the suspicious message.
- Tap the three-dot menu (usually at the top right or bottom bar).
- Select Report Junk, then choose Phishing.
Note that functionality depends on your version and organization settings; the mobile app may not show all the same reporting tools.
Use the “Report Message” Add-In
Microsoft offers a free Report Message add-in for Outlook that gives you a consistent way to report phishing. Here’s how to install it:
- Go to Home > Get Add-ins.
- Search for Report Message in the Office Add-ins store.
- Click Add to install.
Once installed, you’ll see a new button labeled Report Message in your toolbar, which you can use to report Junk, Phishing, or Not Junk.
What Happens After You Report?
When you report phishing in Outlook:
- The message is sent to Microsoft’s security team for analysis.
- Your security and spam filters are updated with new data to prevent similar attacks.
- If configured by a work or school admin, data can also be shared within your organization to lessen risk.
For enterprise users, Microsoft Defender for Office 365 further processes these reports for deeper threat analysis and automated response.
Tips to Stay Safe from Phishing Attacks
Beyond just reporting, here are a few tips to protect yourself from phishing attempts:
- Enable two-factor authentication (2FA) on all critical accounts.
- Don’t click on hyperlinks in suspicious emails; hover over them first to check the real destination.
- Update your software regularly to patch vulnerabilities.
- Educate yourself and colleagues—awareness is your first line of defense.
Remember: when in doubt, throw it out—or report it!
Final Thoughts
Phishing isn’t going away anytime soon, but your awareness and vigilance can make a huge difference. Microsoft Outlook makes it simple to report phishing emails no matter what platform you’re on. Use the tools at your disposal, help strengthen the collective immunity, and above all—never trust an email that feels off.
Stay safe and lean on technology that’s built to protect you. By reporting phishing, you’re doing your part in creating a safer digital world.
