How to Report an Email

This article outlines how to report an email as unsafe.

If you have any questions regarding this document, please reach out to itscybersecurity@cobleskill.edu or call 518-255-5800.

The method for reporting an email as phishing or spam varies depending on the platform you are using. Below are step-by-step instructions for reporting emails through Webmail, the Outlook desktop application, and the Outlook mobile app.

1. Reporting an Email as Phishing Using the KnowBe4 Phish Alert Button (PAB):

The KnowBe4 Phish Alert Button (PAB) appears as shown below:

1.1.1 Outlook on the Web - Using the Preview Pane:

1. Select the suspicious email to display it in the preview pane.

2. On the top-right of the email preview, locate a button resembling an open envelope with an orange hook.

1.1.2 Outlook on the Web - Apps Button From the Preview Pane:

1. Select the suspicious email to display it in the preview pane.

2. On the top-right corner of the preview pane, next to the "Reply," "Reply All," and "Forward" buttons, click the Apps button (a box containing four smaller circles or squares).

3. A pop-up window will appear containing the KnowBe4 PAB.

1.1.3 Outlook on the Web - More Actions From the Preview Pane:

The "Apps" option may only appear if the browser window in which you are viewing your emails is smaller than normal. This moves the "Apps" button into the "More actions" section. If you maximize the window the "Apps" button should appear along with the other icons on the top right.

1. Select the suspicious email.
2. Click the three dots (...) on the top-right corner.
3. Look for "Apps" in the drop-down list and click it.

4. Select the KnowBe4 PAB.

1.2.1 On the Old Outlook Desktop App:

 Shared mailboxes now have the ability to report emails using the KnowBe4 PAB, to report please follow the instructions below.

1. Select the suspicious email in the preview pane.
2. In the Home tab, locate the KnowBe4 PAB on the far-right side of the ribbon.
3. If the button is not visible, double-click the email to open it in a new window, then click the Message tab to find the KnowBe4 PAB.

1.3.1 Outlook Mobile App (Android):

1. Select the suspicious email.
2. Tap the three dots (...) on the top-right, below the time the email was received.
3. A menu will appear; scroll down to find and tap the KnowBe4 PAB.

1.4.1 Outlook Mobile App (iPhone):

The process is similar to an android but the layout of the app is slightly different.

1. Select the suspicious email.
2. Tap the three horizontally aligned dots (...) below the date the email was received.
3. A menu will appear; select the KnowBe4 PAB.

1.5.1 On the New Outlook Desktop App:

1. When you select an email that you would like to report, you will see the KnowBe4 PAB on the top right of the email in the preview pane, to the right of the reply, reply all, and forward buttons.

2. Another area where you can find the KnowBe4 PAB is on the ribbon at the top of the outlook app where you have all your buttons and functionality. After you select the email that you would like to report, select the Home tab and on the far right under the Add-ins section you will see the Knowbe4 PAB.

3. If for some reason you do not see the KnowBe4 PAB in either of the locations in the previous steps, you can also find it by locating the More apps button. You can find this button after selecting the email you would like to report, on the top right of the email in the preview pane, to the right of the reply, reply all, and forward buttons, you will see the More apps button. If you select it you will see the KnowBe4 button in the pop-up box

4. Another location to find the More apps button is on the ribbon at the top of the outlook app where you have all your buttons and functionality. After you select the email that you would like to report, select the Home tab and on the far right under the Add-ins section you will see the More apps button. Select the button and you should see the KnowBe4 button.

2. Reporting an Email Using a Service Request (should be the last resort if you cannot find the information on the document or the information above useful)

1. Visit the following link: https://cobleskill.teamdynamix.com/TDClient/277/Portal/Requests/ServiceDet?ID=7812
2. Follow the instructions on the page to submit your report.

This document ensures that SUNY Cobleskill faculty, staff, and students can efficiently report phishing and spam emails, helping to enhance cybersecurity awareness and protect institutional data. If you require further assistance, please contact itscybersecurity@cobleskill.edu or call 518-255-5800.