Report a Phishing Email in Outlook and Microsoft 365

Fast reporting lets IT locate and contain similar phishing messages before more employees interact with them.

When a suspicious message arrives in Outlook, do not click its links, reply to it, or simply delete it immediately. Report it through Report or Report Message when your organization has enabled the feature, then notify IT through the internal channel. If you entered a password or opened a file, report that immediately.

Quick Answer

A quick report protects more than one recipient. It gives IT a chance to search for matching messages, block a malicious domain, remove dangerous mail, and review unusual account activity. Deleting a message without reporting it can remove useful evidence while leaving other staff exposed.

Điểm quan trọng nhất là không xử lý dựa trên cảm giác “có vẻ đúng”. Với các công việc liên quan đến tiền, tài khoản, email, file dùng chung hoặc quyền truy cập, doanh nghiệp cần một bước xác minh có thể lặp lại. Người thực hiện không cần phải là chuyên gia IT; họ chỉ cần biết khi nào phải dừng lại, kiểm tra ở đâu và ai là người cần được thông báo.

Fast Action Checklist

Check	What to do	Safe decision
No interaction yet?	Keep the message available for reporting.	Use Report Phishing or Report Message where available.
Clicked a link?	Stop and do not enter further data.	Tell IT the time, link, and device involved.
Entered a password?	Change it via the official Microsoft page immediately.	Ask IT to review sign-in sessions and MFA.
Opened an attachment?	Disconnect if suspicious behavior appears.	Do not send the file to colleagues for testing.
Many recipients?	Report promptly to IT.	IT can search and contain the campaign.

Bảng này nên được lưu cùng quy trình nội bộ, không chỉ đọc một lần. Với các nhóm kế toán, hành chính, bán hàng và quản lý, hãy dùng bảng trong buổi onboarding ngắn để mọi người biết cách phản ứng thống nhất.

Step-by-Step Safe Workflow

1. Open the message without opening links, attachments, or remote images.

Proceed carefully, record important details, and verify the outcome before moving to the next step. If several people are involved, assign one person as the point of contact to avoid conflicting changes or duplicate actions.

2. Select Report or Report Message in Outlook if the option appears.

Proceed carefully, record important details, and verify the outcome before moving to the next step. If several people are involved, assign one person as the point of contact to avoid conflicting changes or duplicate actions.

3. Choose Phishing when a report category is available.

Proceed carefully, record important details, and verify the outcome before moving to the next step. If several people are involved, assign one person as the point of contact to avoid conflicting changes or duplicate actions.

4. Send the message details or screenshot to the internal IT channel if requested.

Proceed carefully, record important details, and verify the outcome before moving to the next step. If several people are involved, assign one person as the point of contact to avoid conflicting changes or duplicate actions.

5. Delete the message only after reporting it or following IT guidance.

Proceed carefully, record important details, and verify the outcome before moving to the next step. If several people are involved, assign one person as the point of contact to avoid conflicting changes or duplicate actions.

6. If you interacted with it, change your password through the official Microsoft page and state exactly what happened.

Proceed carefully, record important details, and verify the outcome before moving to the next step. If several people are involved, assign one person as the point of contact to avoid conflicting changes or duplicate actions.

What Not to Do

• Do not forward the suspicious message widely to ask colleagues for an opinion.
• Do not click a link to test whether it is fraudulent.
• Do not disable MFA or approve unfamiliar sign-in prompts to “fix” access.
• Do not hide a password entry; quick reporting limits impact.

Những lỗi này thường xảy ra vì nhân viên muốn xử lý nhanh để không làm chậm công việc. Tuy nhiên, một phút dừng lại để xác minh thường rẻ hơn nhiều so với khôi phục tài khoản, xử lý mất dữ liệu hoặc sửa một giao dịch sai.

Turn This Guide Into a Company Process

After handling the issue once, record three things: the owner, the reporting channel, and the response target. Then run a short scenario exercise, such as a payment-detail-change email or a deleted OneDrive file. The aim is not to frighten staff; it is to help them make the correct first decisions within minutes.

The business should also review access rights, former-user accounts, inactive devices, and file-sharing rules regularly. These controls often determine whether a small incident stays with one user or affects the whole organization. See IT security services, Microsoft 365 services, or request a free IT assessment.

Frequently Asked Questions

What if Outlook does not show a Report Phishing button?

Forward the message as an attachment or provide its headers to IT according to company process. IT can configure an appropriate reporting method.

Will reporting delete an important email?

It should not when the message is categorized correctly, but follow IT guidance for customer or invoice mail.

I clicked but did not enter a password. Should I report it?

Yes. IT needs the link, time, and device details to assess risk.

Should I change my password if I only read the email?

Usually not if there was no interaction, but report the message so IT can investigate the sender and campaign.

Next Step

If this problem is recurring, affects sensitive data, or has no clear owner, request an assessment to turn the steps above into a process with accountable people. Contact Vietify IT Services for assistance with environment checks, process setup, and troubleshooting for email, Microsoft 365, backup, or security issues.

Vietify IT Services — IT and licensed software partner for businesses in Da Nang.