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:

The KnowBe4 Phish Alert button appears as shown below:

1.A. 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.B. 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 Phish Alert Button.

1.B. 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 Phish Alert Button.

1.C. On the Old Outlook Desktop App:

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

1. Select the suspicious email in the preview pane.
2. In the Home tab, locate the KnowBe4 Phish Alert Button 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 Report Button.

1.D. 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 Phish Alert Button.

1.E. 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 Phish Alert Button.

1.F. On the New Outlook Desktop App:

this section is currently being worked, and will be updated as soon as possible

2. Reporting an Email as Phishing Using the Microsoft Report Button:

If you have difficulty reporting emails using the KnowBe4 Phishing Alert Button even after reviewing the steps above and in the document, please feel free to report it using the methods listed below.

 

2.A. Outlook on the Web - Right Clicking Email from Email List:

1. In your email list, right-click the suspicious email.
2. Select Report, then choose Report Phishing or Report Junk, depending on the type of email.
3. You may also choose to Block the sender.

2.B. Outlook on the Web - More Actions From the Preview Pane:

1. Select the suspicious email in the preview pane.
2. Click the three dots (...) on the top-right.
3. Click Report, then choose either Report Phishing or Report Junk.

2.C. Old Outlook Desktop App - Right Clicking Email from Email List:

1. Select the suspicious email in your inbox.
2. Right-click the email and choose Report → Report Phishing or Report Junk.
3. You may also choose Block Sender if desired.
4. Clicking on either "Report Phishing" or "Report Junk" will present the window in the image below:
5. Select report and it will send ITS cybersecurity an alert.

2.C. Old Outlook Desktop App - Home Ribbon:

1. Select the suspicious email.
2. In the Home tab, locate the Report button.
3. Choose Report Phishing or Report Junk.

2.C. Old Outlook Desktop App - New Window:

1. If the Report button is not visible, double-click the email to open it in a separate window.
2. Click the Message tab, then select Report → Report Phishing or Report Junk.

2.D. Outlook Mobile App:

1. Select the suspicious email.
2. Tap the three dots (...) on the top-right corner (outside the email body).
3. From the options list, select Report Phishing or Report Junk.
4. Clicking on either "Report Phishing" or "Report Junk" will present the window in the image below:
5. Select the respective category to send an alert to itscybersecurity.

2.E The New Outlook Desktop App

this section is currently being worked, and will be updated as soon as possible

3. Reporting an email Via 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.