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Managing spam, phishing and virus emails
Article: KB0010470 Published: 22-01-2014 Last modified: 17-09-2019

Managing Spam, Phishing and virus emails

Phishing Email:

Phishing is an e-mail fraud method in which the perpetrator send out legitimate looking email in and attempt to gather personal information from the recipients. Typically, the messages appear to come from well-known and trustworthy organisation or person.

How to identify a Phishing email?

Always look for the following:

  • Sender address - Make sure the sender address is coming from a legitimate source, for example; all Deakin emails would come from a deakin.edu.au email address.
  • Suspicious links and attachment - 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. 

How is a Phishing email different than Spam 

Spam is 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. 

 

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

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

  • If it is an obvious spam or phishing email (i.e. asking you to pay a sum of money urgently), forward it using Phish Alert button so eSolutions can block the email for other staff and students.

  • 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 Phish Alert button. 

  • If it is a virus email—an unsolicited email that includes an attachment—report it using Phish Alert button.
    Never open an attachment in an unsolicited email.

Staff: How do I report phishing email?

The Phish Alert Button is available outlook for windows, mac and web. This tool will allow you to report a phishing email by clicking on a Phish Alert button. Upon clicking, the email will be deleted from your inbox and a copy of email will forwarded to Deakin eSolutions for investigation.

Note: Email cannot be reported from JUNK folder.

In 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
  2. Select Phish Alert button 
  3. SelectReport Email

Using a Mobile device:

Forward it to  spam@deakin.edu.au

Using a Shared Mailbox:

Forward email as an attachment to spam@deakin.edu.au

  1. Select email, go to the home tab
  2. In the Home tab, Click on More option
  3. Select Forward as an attachment
  4. Send it to spam@deakin.edu.au
  5. Delete the copy of the email from your inbox

Student : How do I report phishing ?

Using outlook web application(OWA):

If you have received a phishing email, please forward as an attachment the email to spam@deakin.edu.au .

  1. Select email, go to the home tab
  2. In the Home tab, Click on More option
  3. Select Forward as an 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 JUNK folder.

Using a Mobile device:

Forward it to  spam@deakin.edu.au

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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