Overview
Email is an important tool for communication, but it can also be used to send unwanted messages, distribute malicious software, or trick recipients into providing sensitive information.
This article explains the different types of unwanted and potentially harmful email messages you may encounter and helps you determine which type best describes the message you received.
Key Information
- Spam is generally unwanted or unsolicited email that is not necessarily harmful.
- Suspicious Email is a message that seems unusual, unexpected, or "off," but you are not sure whether it is harmful.
- Malicious Email is a message that appears intentionally designed to harm, compromise, or disrupt your device, account, or information.
- Phishing is an attempt to trick you into providing sensitive information or performing an action that benefits the attacker.
- A single email may fit more than one category. For example, a phishing email is often also malicious.
- When you are unsure which category applies, Suspicious Email is a good choice.
📝 Note: You do not need to be certain about what type of email you received before reporting it. If something seems unusual or concerning, report it as Suspicious Email and allow Information Technology to investigate.
Prerequisites
Before reporting or submitting a request about an email, ensure you have:
- Access to your Northwood Tech email account.
- The suspicious or unwanted email available for review.
- Access to Outlook or your Northwood Tech email application.
Types of Email
Spam
Spam is unwanted or unsolicited email that is generally not considered a security threat.
Common examples include:
- Unwanted advertisements.
- Promotional emails.
- Newsletters you did not request.
- Repeated marketing messages.
- Other unsolicited bulk email.
Think: "I don't want this email, but it doesn't appear dangerous."
Suspicious Email
Suspicious Email is a message that seems unusual, unexpected, or out of character, but you are not sure whether it is malicious.
Common examples include:
- An unexpected email from someone you know.
- An unusual request from a coworker or supervisor.
- An unexpected attachment.
- A link you were not expecting.
- A sender address that looks unusual.
- An email with an unusual sense of urgency.
- A message that simply doesn't feel right.
Think: "Something about this doesn't look right, but I'm not sure why."
💡 Tip: If you are unsure whether an email is legitimate, don't click links, open attachments, or reply to the message. Report it as Suspicious Email and let Information Technology investigate.
Malicious Email
Malicious Email is a message that appears intentionally designed to harm, compromise, or disrupt your device, account, or information.
Common examples include:
- Messages containing malware or ransomware.
- Attachments designed to install malicious software.
- Links to known or suspected malicious websites.
- Attempts to compromise your Northwood Tech account.
- Messages designed to steal information.
- Emails containing known fraudulent or malicious content.
Think: "I believe this email is intentionally harmful."
⚠️ Important: Do not open attachments, click links, reply to the sender, or provide information in an email you believe may be malicious.
Phishing Attempt
Phishing is a type of social engineering attack designed to trick you into providing sensitive information or performing an action that benefits the attacker.
Phishing emails commonly attempt to obtain:
- Usernames and passwords.
- Banking or financial information.
- Credit card information.
- Multi-factor authentication codes.
- Personal information.
Common examples include:
- A fake Microsoft 365 password expiration notice.
- A fake account verification request.
- A message directing you to a fraudulent login page.
- An email claiming your account will be disabled unless you act immediately.
- A fake invoice or payment request.
- A request to purchase gift cards.
- An email impersonating a coworker, supervisor, vendor, or organization.
Think: "They're trying to trick me into giving them information or doing something."
⚠️ Important: Legitimate-looking emails can still be phishing attempts. Don't enter your username, password, MFA code, or other sensitive information after following a link in an unexpected email.
Which Type Should I Choose?
| If the email... |
Choose... |
| Is unwanted advertising or a newsletter |
Spam |
| Seems unusual or unexpected |
Suspicious Email |
| Contains something that makes you uncomfortable or concerned |
Suspicious Email |
| Appears intentionally harmful |
Malicious Email |
| Contains malware or a malicious attachment |
Malicious Email |
| Tries to steal your username or password |
Phishing Attempt |
| Directs you to a fake login page |
Phishing Attempt |
| Asks you to provide sensitive information |
Phishing Attempt |
| You're not sure what type it is |
Suspicious Email |
⭐ Best Practice: When in doubt, choose Suspicious Email. You don't need to determine exactly what type of threat you are dealing with before reporting it.
What If I Already Clicked a Link or Opened an Attachment?
If you interacted with an email before realizing it may be suspicious or malicious:
- Stop interacting with the message.
- Do not click any additional links or open additional attachments.
- Do not provide any additional information.
- Contact the IT Service Desk as soon as possible.
- Explain what you clicked, opened, or provided.
- Include screenshots, if available.
⚠️ Important: If you entered your Northwood Tech password into a website you now believe was fraudulent, change your password immediately and contact the IT Service Desk.
Troubleshooting
I don't know which type of email I received
Try the following:
- If it is simply unwanted, choose Spam.
- If something seems unusual or unexpected, choose Suspicious Email.
- If you believe the message is intentionally harmful, choose Malicious Email.
- If the message is attempting to trick you into providing information or taking an action, choose Phishing Attempt.
- If you're still unsure, choose Suspicious Email.
I already interacted with the email
Try the following:
- Stop interacting with the message.
- Do not click additional links or open additional attachments.
- Contact the IT Service Desk.
- Explain what action you took and what information, if any, you provided.
- Include screenshots, if available.
Need Additional Assistance?
If you're unsure how to handle an email or need assistance after interacting with a suspicious or malicious message, submit an IT Service Desk ticket.
Include the sender's email address, subject of the message, and any error messages or screenshots, if available. Do not forward the suspicious email unless specifically requested by the Service Desk.