Use your email provider’s phishing-reporting control for suspicious messages, and block repeat senders separately when needed. Before clicking, check the full sender address and link destination; never use an unexpected email link to resolve an urgent account or payment request. If you send mail from a business domain, SPF, DKIM, and DMARC can help receiving systems authenticate it. Phishing-resistant multifactor authentication (MFA) protects account sign-in, but it does not filter your inbox.
What to do when a suspicious email arrives
- Pause before interacting. Don’t click unexpected links, download unexpected attachments, or provide passwords or financial details in response to an email. If it claims your account is in trouble, open the service’s known website address yourself or use its official app. Google’s guidance explains how to avoid and report phishing: Avoid and report phishing emails.
- Check who sent it. A familiar display name is not proof of identity. Compare it with the full email address, look for provider warnings or a mismatch in the sending address, and inspect a link’s destination before opening it. Microsoft’s Outlook guidance describes suspicious behavior and warning signs: Phishing and suspicious behavior in Outlook.
- Report the message as phishing. Use the email service’s reporting control rather than replying or forwarding it casually. Reporting can help the provider handle the message, but it is not always the same as blocking the sender.
- Block a repeat sender if appropriate. Blocking is useful for reducing future messages from a particular address; it does not make a suspicious message safe to open or verify the sender’s identity.
Reporting and blocking are different controls
In Outlook.com, reporting a message as phishing reports the sender but does not itself stop that sender from sending more mail. Microsoft states: “When you mark a message as phishing. the sender is reported but is not blocked from sending you additional messages.” Use the separate blocking control if you want to block a repeat sender. See Microsoft’s Outlook phishing guidance. Gmail also provides controls to report spam and phishing; use the appropriate option for the message you received, as explained in Google’s guidance.
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Protect your email account if a password is stolen
Turn on MFA for your email account. Where available, choose a phishing-resistant FIDO/WebAuthn method, such as a compatible hardware security key. CISA identifies FIDO/WebAuthn methods as phishing-resistant options; consult its MFA guidance and fact sheet on implementing phishing-resistant MFA.
A security key strengthens account sign-in; it does not inspect or block incoming email. Availability and device compatibility vary, so check that your email provider and devices support the method you choose. CISA also discusses phishing-resistant MFA in its mobile communications best-practice guidance.
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If you send email from a business domain, configure authentication
For a custom business domain, ask your email or domain provider how to publish and maintain SPF, DKIM, and DMARC for every legitimate sending service. These records help receiving systems assess whether mail claiming to come from your domain is authorized; they do not prevent every kind of phishing.
| Measure | What it does | Practical consideration |
|---|---|---|
| SPF | Specifies which systems are authorized to send mail for a domain. | Include legitimate sending services in the configuration. |
| DKIM | Lets receiving systems check a digital signature associated with the domain. | Coordinate setup with the services that send mail for the business. |
| DMARC | Connects SPF and DKIM results to the visible From domain and tells receiving servers how to handle unauthenticated mail claiming that domain. | Monitor results and account for legitimate senders before strengthening enforcement; an incorrect policy can affect valid mail. |
The FTC cautions that setup takes expertise to avoid blocking legitimate email. Work with your provider, confirm that all third-party senders are included, and use a monitored policy as you configure enforcement. See the FTC’s Cybersecurity for Small Business guidance and Google’s email sender guidelines.
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Report business impersonation
If someone is impersonating your business, the FTC points businesses to ReportFraud.ftc.gov and IC3.gov; it also notes that phishing emails may be forwarded to the Anti-Phishing Working Group. Check the current official instructions before submitting or forwarding a message. The FTC’s guidance is Small business? Know how to stop a would-be business impersonator.
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