Managing Spam & Phishing Emails


Table of Contents


What is Spam or Phishing?

Spam (otherwise referred to as 'Junk') is any unsolicited email, usually from someone trying to sell something. The difference is that spammers do not attempt to acquire sensitive information or try to infect the user's device with malware.

Phishing is an email fraud method in which the perpetrator dispatches legitimate-looking emails and attempt to gather personal information from the recipients. Typically, the messages appear to come from well-known/trustworthy organisations or people.


Always look for the following:

Quick Guide: Dealing with Spam or Phishing

If you believe you have received spam, phishing or virus emails to your Deakin email address, use the following guide.


Phish Alert add-in is located under admin-managed add-ins. Please install the Phish Alert add-in as per the following article.

 

When to mark something as Junk

Marking an email as 'Junk' is an easy process. Simply right-click on an email and scroll down to the 'Junk' sub-menu. Select which option you prefer.



When to mark something as a Phish Alert


Warning:
Opening an attachment from unsolicited emails may compromise your account or the accounts of others. If you believe your account has been compromised, contact the IT Service Desk.

It is important to mark phishing emails using the 'Phish Alert' button so Digital Services can block the email for other staff and students.

 

STAFF – Reporting Phishing Emails

The Phish Alert Button is available in Outlook for Windows, Mac and OWA.

This tool will allow you to report a phishing email by clicking a single button. The email will be deleted from your inbox and a copy of the email will be forwarded to Deakin Digital Services for investigation.

Note: Emails cannot be reported from your Junk folder.

Using Outlook

You can locate the Phish Alert Button in every email you receive, in the top right of your screen on the home ribbon.

  1. Select the email you wish to report.

  2. Select the 'Phish Alert Report' button.



  3. Select 'Report Email'.



Using Outlook Web Application (OWA)

Phish Alert may be located on OWA in every email you receive by clicking the three dots on the right side of the screen, next to reply.

  1. Select the email you wish to report.

  2. Select the three dots on the right side, and then 'Phish Alert V2'.



  3. Select 'Report Email'.

 

Using a Mobile Device

Simply forward the email to spam@deakin.edu.au.

Using a Shared Mailbox

You will be required to Forward as Attachment, which is explained as follows:

  1. Select the email, then navigate to the Home tab.

  2. In the Home tab, click on the 'More' option.

  3. Select 'Forward as Attachment'.



  4. Send it to spam@deakin.edu.au.
  5. Delete the copy of the email from your inbox.

Student – Reporting Phishing Emails

Using Outlook

You will be required to Forward as Attachment, which is explained as follows:

  1. Select the email, then navigate to the Home tab.

  2. In the Home tab, click on the 'More' option.

  3. Select 'Forward as Attachment'.



  4. Send it to spam@deakin.edu.au.
  5. Delete the copy of the email from your inbox.

Note: Email cannot be reported from the Junk folder.

 

Using Outlook Web App (OWA)

Simply forward the email to spam@deakin.edu.au.

 

Using a Mobile Device

Simply forward the email to spam@deakin.edu.au.

More Information

What to expect once I report a phishing email?

You will receive an outcome email from the cyber security team after the investigation.


What do I do if I have already opened or previewed the Phishing email?

If you have opened or previewed the e-mail, report using the Phish Alert tool.

Microsoft Outlook blocks potentially unsafe attachment file types (including .bat, .exe, .vbs, and .js files) that can contain viruses. You can't view or access a blocked attachment file. Blocked attachment files are listed in the InfoBar at the top of a message.

What do I do if I have opened an attachment or link from a phishing email?

  1. If you have opened a link or attachment from the e-mail, then change your Deakin password immediately.
  2. Report the email using Phish Alert Button.

What do I do if I have already responded to the email?

You may receive more emails after you respond to a spam or phishing email or attempt to unsubscribe from spam. If this is the case, delete the email.

Where can I find out more about spam and phishing emails?

Visit the Deakin Cyber Security Blog and Australian Government Stay Smart Online website for more information about spam and phishing emails.