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:

• 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 will 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.

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

• 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 Report Message as spam or phishing email

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.

• If it is an obvious spam or phishing email (i.e. asking you to pay a sum of money urgently), report it using the Report Message 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 Report Message button and select Phishing.
  
  
• If it is a virus email—an unsolicited email that includes an attachment—report it using the Report Message button and select Phishing.
• If you do not have the Report Message button, please contact the Service Desk as there is an issue with your machine. 

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

 

Reporting Phishing Emails

The Report Message 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 'Report Message' button and select Phishing.
   
   
   
   
3. Select 'Report'.
   
   
   
   

Please be aware that the 'Report Message' button will not appear in the desktop Outlook client if the preview pane is disabled. In this case, open the email, and you will find the 'Report Message' button in the top right corner.

Using Outlook Web Application (OWA)

'Report' button will be located on OWA in every email you receive, next to the 'Archive' button.

1. Select the email you wish to report.
   
   
2. Select the 'Report' drop down and select Report phishing.
   
   
   
   
3. Select 'Report'.
   
   
   
   

Using a Mobile Device (Android)

You can Report Message via the Outlook app on your Android mobile device. Please follow the instructions below.

1. Select the email and press 3 dots in the top right corner.
   
        
   
   
2. Select 'Report junk'
   
   
   
   
3. Select 'Report as phishing'
   
   
   
   
   

Using a Mobile Device (IOS)

You can Report Message via the Outlook app on your IOS mobile device. Please follow the instructions below.

1. Select the email and press 3 dots in the top right corner.
   
   
   
   
2. Select 'Report junk'
   
   
   
   
3. Select 'Phishing'
   
   
   
   
4. Select Report
   
   
   
   

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.
   
   

 

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 'Report Message' button.

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 'Report Message' 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.