It all starts with a simple email. Perhaps it’s a seemingly routine message from your IT department warning that a password is about to expire. Or maybe it’s a notification from your bank about suspicious activity on your account.
You quickly scan the message, see a familiar logo, and click the link without a second thought. But in that split second, you might have just opened the door to a costly cyber attack. Now, imagine this happening across your whole team.
A handful of employees click the link in these convincing emails, and, suddenly, your business is facing a major phishing attack. Sensitive personal and financial information is exposed, account numbers are compromised, and you’re left scrambling to stop the damage. Want to avoid this nightmare scenario? Here’s what you and your team need to know to keep phishing attacks from causing chaos.
Understanding phishing emails
Phishing scams are messages intended to steal personal and financial information by pretending to be from trusted sources, like banks, vendors, or even internal departments. These messages often look real enough to trick people into sharing sensitive data or downloading harmful files.
Why are phishing attacks so popular? Simply because they work. Scammers know that certain words and tactics grab attention: urgency (“Act now!”), authority (“Message from CEO”), fear (“Unusual account activity”), and opportunity (“Refund pending”). Using these tricks, cyber attackers create convincing emails that fool even careful readers.
Phishing attempts don’t just come via email anymore. Scammers now use text messages (smishing), phone calls (vishing), and fake WiFi networks to steal information. They may send text messages about package deliveries, leave voicemails about tax issues, or create public WiFi networks with names similar to popular coffee shops.
In a business setting, the impact of phishing can be serious. Just one compromised account can lead to:
- Exposure of personal information
- Theft of bank account numbers and credit card data
- Access to multiple other accounts through reused passwords
- Ransomware infecting your company networks
- Penalties for data breaches
All this can harm client trust and damage your company’s reputation, sometimes with lasting effects. The good news is that you can identify phishing emails and avoid scams with some basic knowledge and the right tools.
Common types of phishing emails
Scammers are constantly updating their tricks to target businesses. Here are the most common phishing emails to watch for in your workplace.
Standard phishing
Standard phishing is the simplest type of phishing scam. Scammers send thousands of malicious messages, pretending to be from popular services like Netflix, Amazon, or major banks. These messages often ask you to click a link to reset your password or update your account. Sometimes, trap phishing is involved, using tempting offers to lure you into clicking a harmful link.
Spear phishing
Spear phishing is more targeted. These messages might include details like your name, job title, or something about your company, making them seem more personal and legitimate. Often, they look like they’re from someone you know, like a coworker or client, so you’re more likely to trust them and fall for the scam.
Clone phishing
Clone phishing takes a real email and makes a fake copy of it. The phony email looks almost exactly like the real one, but it includes links or attachments that will infect your computer with a virus. Since it looks like an email address you’re familiar with, you’re more likely to click the link or download the attachment.
Pharming
Pharming isn’t exactly a phishing email, but it’s a similar trick. Scammers direct your computer to take you to a fake website that looks like the official domain, even if you type in the correct address. They might steal your login information or other personal details when you try to use the phishing website.
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Simple ways to identify phishing messages
Scammers are getting better at making their deceptive emails look real. But they still leave clues. Here’s your quick guide to spotting fakes before they cause trouble.
View the sender’s email address
Always double-check that the email address matches the company it claims to be from. A malicious message might say it’s from PayPal Support, but don’t trust that. Instead, click the sender’s name to see the full email domain. If you see “paypal.customer-service@mail.com” instead of “paypal.com,” that’s a big red flag.
Scan for spelling and grammar errors
While artificial intelligence has made phishing scams more polished, many still contain odd phrasing or grammar errors. Major companies have professional editors—scammers usually don’t. Look over the email carefully to spot these mistakes, and, when in doubt, contact the company directly.
Examine the email’s formatting and design
Take a close look at the overall appearance of the email. Does it look professional and polished? Are the logos, fonts, and colors consistent with the company’s visual brand identity? Phishing emails often have poor formatting or design flaws. They might use blurry images, have misaligned text, or contain awkward spacing.
Beware of generic greetings or messages
Is the email addressed to you personally? Or does it use “Dear Valued Customer” or another generic greeting? If it’s generic, be cautious. Phishing emails often use broad greetings because they’re sent to many people at once. But remember that even if the email uses your name, it might still be a spear phishing attempt.
Look for urgent or threatening language
Scammers often use urgent or threatening language to make you act fast. They might say your account is about to be closed, your payment is overdue, or you need to respond right away to avoid problems. Don’t let this pressure get to you. It’s designed to make you panic and react without thinking.
Hover over links without clicking
Before you click on any links in an email, hover your mouse over them to see the actual URL. Does it match the link text? Does it look like a legitimate website address? If you’re not sure, don’t click. It’s always a good idea to do this on websites, too.
Pay attention to suspicious pop-ups or redirects
If you click on any link in a phishing message, you might be taken to a fake website or see a strange pop-up. These can be signs of a phishing scam designed to capture your information. If anything looks off, close the page immediately and avoid entering any personal details.
Check for unusual attachments
Were you expecting an attachment? If not, be wary of opening any attachments in an email, especially from an unknown sender. Attachments can contain malware that infects your computer and spreads through your network, potentially putting your data at risk.
Verify any request for personal information
A legitimate company will never ask for your password, credit card number, or other sensitive information via email. That includes your IT department. If you get an email asking for this information, don’t reply. Report it to the company using their official website or by contacting your IT department directly.
How to protect your business from phishing attacks
Protecting your business from phishing attacks means using several layers of security. Here are some simple but effective ways to keep your company safe.
- Enhance email security: Set up robust spam filters and anti-phishing tools to catch suspicious emails before they reach your employees’ inboxes.
- Strengthen access controls: Use strong passwords, multi-factor authentication, and access controls to limit who has access to sensitive data and systems.
- Maintain software and systems: Regularly update your operating systems, software, and security tools to patch any weak spots.
- Train your employees: Educate employees about phishing tricks, warning signs, and cybersecurity basics. Regular training and simulated phishing tests can help them stay alert.
- Back up critical data: Consistently back up important data to a secure location so you can recover quickly if ransomware or other threats strike.
Finally, make sure employees know how to report phishing attempts. This will allow your IT team to act fast and help prevent further issues.
Steps to take if you fall victim to a phishing attack
Even with strong defenses, the truth is that phishing attacks can still find a way in and impact your company. It’s not about if a scammer will try to break through—it’s about when. That’s why it’s so important to have a plan ready for when it happens. Use these steps to act quickly and protect your business.
Step #1: Change compromised passwords immediately
If you think a password has been compromised, change it right away. Don’t stop at the affected account. Update any other accounts where you used the same or a similar password.
Ensure your new passwords are strong, with a mix of letters, numbers, and symbols. Consider using a password manager to create and securely store unique passwords for each account.
Step #2: Contact your bank or credit card company
If your financial information has been exposed, don’t wait. Contact your bank and credit card company immediately. They can help monitor your accounts for any suspicious activity, freeze them if needed, and guide you in protecting your finances.
Step #3: Run a malware scan on your device
It’s possible that clicking on a link or opening an attachment in a phishing email may have infected your company’s systems with malware. Run a full system scan using a reputable antivirus or anti-malware program to detect and remove any malicious software. Make sure your security software is up-to-date to ensure it can catch the latest threats.
Step #4: Notify your IT team for further investigation
If you have an IT team, inform them immediately about phishing attacks. They can help assess the damage and secure your company’s systems.
If you handle IT yourself, take steps to identify any compromised accounts, change passwords, and update security software. Taking swift action can make a big difference, even if you aren’t a tech expert.
Step #5: Report the incident to the proper authorities
Report the phishing scam to the Federal Trade Commission (FTC). If you’re a victim of identity theft or you’ve had money stolen, tell the police, too. They might be able to help you get your money back and hold the criminals accountable.
Step #6: Share incident details with your team
Tell your team what happened. Explain what the phishing message looked like and what tricked you. This will help your team learn from your experience and avoid falling for the same scam. Sharing information is one of the best ways to prevent future attacks.
Step #7: Monitor your affected systems and accounts
For the next several months, watch your accounts and business systems closely for any suspicious activity. Monitor your bank statements, credit reports, and online accounts for any unauthorized transactions or changes.
Thwart phishing attempts to protect your business
Phishing is a constant threat, but you’re not helpless against it. Learn how these scams work and teach your employees how to spot them. Use the right tools to keep fake emails out of your inboxes. And make sure everyone in your company knows how to stay safe online. If you stay proactive and alert, your business can stay one step ahead of scammers.