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Managing Spam & Phishing Emails
Article: KB0010470 Published: 22-01-2014 Last modified: 13-08-2020

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 in 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:

  • Sender email addresses – Make sure the sender address is coming from a legitimate source. For example, Deakin emails come from the @deakin.edu.au domain.
  • Suspicious links/attachments – If you hover-over the link you would see the link address, make sure it is a legitimate address. Do Not open attachments that come from a suspicious sender.

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.

When to mark something as Junk

  • If it is an unsolicited email (i.e. advertising material), delete it or mark it as junk.

  • If it is a repetitive email from a single unwanted source, delete it or mark it 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

  • If it is an obvious spam or phishing email (i.e. asking you to pay a sum of money urgently), report it using the Phish Alert button.
  • If it is a targeted phishing email that impersonates Deakin or a Deakin staff member, asks for your Deakin log-in details or mentions Deakin in any way, report it using the Phish Alert button.

  • If it is a virus email—an unsolicited email that includes an attachment—report it using the Phish Alert button.
  • If you do not have the Phish Alert button pleas contact the service desk as there is an issue with your machine. 

It is important to mark phishing mails using the 'Phish Alert' button so eSolutions 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 email will forwarded to Deakin eSolutions 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 and can find it in the top left of your screen, just under the sender details.

  1. Select the email you wish to report.

  2. Select 'Phish Alert' button.

  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.

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 cybersecurity 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 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.


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