Email Security: How to Identify and Report Phishing

This article explains how you can identify phishing and scam messages, avoid common traps and report suspicious emails using University of Louisville tools to protect your account and university data.

Before You Begin

• You need an active University of Louisville email account.
• You must be signed in to Office 365 Outlook Client, Outlook Web, or Outlook Mobile app with your university credentials.

Objective or Task:

Identify phishing messages and report them correctly to University of Louisville Information Technology Services (ITS).

Instructions:

Identify Phishing and Scams

1. Review the sender address for misspellings or unexpected domains.
2. Check the subject line for urgent language or payment requests.
3. Look for poor grammar, unusual formatting or unexpected attachments.
4. Hover over links to preview the destination, do not click them.
5. Treat messages requesting passwords, Duo approvals or gift cards as suspicious.

Avoid Phishing Attempts

1. Do not click links or open attachments in suspicious emails.
2. Do not reply to messages asking for personal or financial information.
3. Verify unexpected requests by contacting the department or sender through a known method.
4. Delete messages you confirm are phishing after reporting them.

Report Phishing Messages - Office 365 Outlook Client or Outlook Web

1. Open the suspicious email in Outlook.
2. From the message toolbar choose More Actions (...) then Report as junk, phishing, or not... then Phishing.
   
3. Choose the Report option from the Report Message screen.
   
4. Contact the ITS HelpDesk immediately if you clicked a link, opened an attachment, or responded to the email.

Report Phishing Messages - Outlook Classic

1. Open the suspicious email in Outlook and use the Report option from the Toolbar Ribbon.
   
2. Contact the ITS HelpDesk immediately if you clicked a link, opened an attachment, or responded to the email.

Report Phishing Messages - Outlook Mobile app

1. Open the suspicious email in Outlook.
2. Choose More Actions (...) 
   
3. Choose Report Message
   
4. Choose Report as Phishing
   
5. Choose Report from the Report Message screen.
   
6. Contact the ITS HelpDesk immediately if you clicked a link, opened an attachment, or responded to the email.

Outcome:

After completing these steps, you can recognize phishing attempts and report them quickly, helping ITS block threats and protect university systems.

Need Additional Help

Contact the ITS HelpDesk: Call 502-852-7997 during business hours:

Monday through Thursday: 6:00am – 10:00pm

Friday: 6:00am – 5:00pm

Saturday: 7:00am – 5:00pm

Sunday: 10:00am – 10:00pm

University Holidays: 7:00am – 5:00pm

Closed on Thanksgiving, the day after Thanksgiving and Christmas.

If you have an emergency during off hours, call the HelpDesk to be transferred to an on-call technician, or leave your request on voicemail. Your call will be returned the next day starting at 7am unless you specify a time.

Live Chat: Chat with the ITS HelpDesk at https://apps.louisville.edu/it/livechat/phplive.php during business hours.

Submit a Ticket: Use the self-service portal at http://service.louisville.edu to log requests or check the status of existing tickets.

In-Person Support: Visit the iTechConnect 1:1 help located on the lower level of the Miller Information Technology Center, Belknap Campus, during business hours.