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a Phishing Email “From Microsoft” and Report It","microsoft-phishing-email","An email from “Microsoft Helpdesk” warns your sign-in is expiring? Spot the fake, forward it to IT the right way and guard against the next attempt.",[246,252,260,264,269,275,310,314,320,372,376,382,386,406,410,420,424,456,460,474,480,484,492,496,522,526,532,571,575,611,628,671,713,717,735,739,742,746,750,754,758,762,766,770,774],{"type":247,"children":248},"paragraph",[249],{"type":250,"text":251,"bold":21},"text","The email looks like it's from Microsoft, sounds like it's from Microsoft and still isn't from Microsoft.",{"type":247,"children":253},[254,256,258],{"type":250,"text":255},"\"I'm a bit skeptical about this email. What could it be, or can we block something like this?\" With that question, the head of sales at an industrial company forwarded an email to his IT service provider. Subject: ",{"type":250,"text":257,"italic":21},"\"Microsoft Identity Authentication Expiry Notice\"",{"type":250,"text":259},". Sender: \"Microsoft helpdesk\", followed by a few random characters, sent from a Gmail address. Content: practically empty, with a PDF attachment.",{"type":247,"children":261},[262],{"type":250,"text":263},"The skepticism was exactly right. The first attempt to send the email to IT, however, was only a screenshot, and there is little you can check with that. Here is how to recognize emails like this, how to report them properly and what IT can then do.",{"type":265,"level":25,"children":266},"heading",[267],{"type":250,"text":268},"How can I tell a fake Microsoft email?",{"type":247,"children":270},[271,273],{"type":250,"text":272,"bold":21},"Usually by three things: sender, pressure and request.",{"type":250,"text":274}," In the real-world case, there were several warning signs at once:",{"type":276,"format":277,"children":278},"list","unordered",[279,286,292,298,304],{"type":280,"children":281},"list-item",[282,284],{"type":250,"text":283,"bold":21},"Sender address doesn't match",{"type":250,"text":285}," – gmail.com instead of microsoft.com",{"type":280,"children":287},[288,290],{"type":250,"text":289,"bold":21},"Odd sender name",{"type":250,"text":291}," – \"Microsoft helpdesk ®\" with random characters",{"type":280,"children":293},[294,296],{"type":250,"text":295,"bold":21},"Pressure and deadline",{"type":250,"text":297}," – \"Authentication Expiry\", supposedly something is about to expire",{"type":280,"children":299},[300,302],{"type":250,"text":301,"bold":21},"Empty email with attachment",{"type":250,"text":303}," – no text, just a PDF",{"type":280,"children":305},[306,308],{"type":250,"text":307,"bold":21},"Request to open something or sign in",{"type":250,"text":309}," – a link in the PDF to \"confirm\"",{"type":247,"children":311},[312],{"type":250,"text":313},"Other typical signs: a greeting without a name (\"Dear User\"), spelling mistakes, links whose target (when you hover over them with the mouse) doesn't belong to Microsoft, and attachments as ZIP, HTML or PDF with a link.",{"type":247,"children":315},[316,318],{"type":250,"text":317,"bold":21},"Rule of thumb:",{"type":250,"text":319}," Microsoft doesn't ask you by email to \"confirm\" your password through an attachment or link. You see notices about your account when you sign in yourself through the known address (portal.office.com).",{"type":321,"image":322,"children":369},"image",{"id":323,"documentId":324,"name":325,"alternativeText":326,"caption":10,"width":327,"height":328,"formats":329,"hash":364,"ext":333,"mime":334,"size":365,"url":366,"previewUrl":10,"provider":367,"createdAt":368,"updatedAt":368},3203,"vn684awwtsvg9p7bthe2kmd7","phishing-mail-microsoft-erkennen-glance-en.webp","Spot a Phishing Email “From Microsoft” and Report It – at a glance",1200,773,{"thumbnail":330,"small":340,"large":348,"medium":356},{"name":331,"hash":332,"ext":333,"mime":334,"path":10,"width":335,"height":336,"size":337,"sizeInBytes":338,"url":339},"thumbnail_phishing-mail-microsoft-erkennen-glance-en.webp","thumbnail_phishing_mail_microsoft_erkennen_glance_en_03e6ea1fb1",".webp","image\u002Fwebp",242,156,3.22,3222,"\u002Fuploads\u002Fthumbnail_phishing_mail_microsoft_erkennen_glance_en_03e6ea1fb1.webp",{"name":341,"hash":342,"ext":333,"mime":334,"path":10,"width":343,"height":344,"size":345,"sizeInBytes":346,"url":347},"small_phishing-mail-microsoft-erkennen-glance-en.webp","small_phishing_mail_microsoft_erkennen_glance_en_03e6ea1fb1",500,322,9.95,9952,"\u002Fuploads\u002Fsmall_phishing_mail_microsoft_erkennen_glance_en_03e6ea1fb1.webp",{"name":349,"hash":350,"ext":333,"mime":334,"path":10,"width":351,"height":352,"size":353,"sizeInBytes":354,"url":355},"large_phishing-mail-microsoft-erkennen-glance-en.webp","large_phishing_mail_microsoft_erkennen_glance_en_03e6ea1fb1",1000,644,25.25,25254,"\u002Fuploads\u002Flarge_phishing_mail_microsoft_erkennen_glance_en_03e6ea1fb1.webp",{"name":357,"hash":358,"ext":333,"mime":334,"path":10,"width":359,"height":360,"size":361,"sizeInBytes":362,"url":363},"medium_phishing-mail-microsoft-erkennen-glance-en.webp","medium_phishing_mail_microsoft_erkennen_glance_en_03e6ea1fb1",750,483,18.25,18250,"\u002Fuploads\u002Fmedium_phishing_mail_microsoft_erkennen_glance_en_03e6ea1fb1.webp","phishing_mail_microsoft_erkennen_glance_en_03e6ea1fb1",34.1,"\u002Fuploads\u002Fphishing_mail_microsoft_erkennen_glance_en_03e6ea1fb1.webp","local","2026-10-11T06:49:01.851Z",[370],{"type":250,"text":371},"",{"type":265,"level":25,"children":373},[374],{"type":250,"text":375},"Why is a PDF attachment dangerous?",{"type":247,"children":377},[378,380],{"type":250,"text":379,"bold":21},"The PDF itself is often harmless, but the link inside it is not.",{"type":250,"text":381}," Attackers use PDFs because mail filters check links in attachments less well than links in the email body. The link leads to a convincing fake Microsoft sign-in page that captures credentials and often the MFA code too.",{"type":265,"level":25,"children":383},[384],{"type":250,"text":385},"Step 1: Don't click, don't reply",{"type":276,"format":277,"children":387},[388,394,400],{"type":280,"children":389},[390,392],{"type":250,"text":391,"bold":21},"Don't open any links",{"type":250,"text":393},", don't open any attachments.",{"type":280,"children":395},[396,398],{"type":250,"text":397,"bold":21},"Don't reply.",{"type":250,"text":399}," That only confirms that the address is active.",{"type":280,"children":401},[402,404],{"type":250,"text":403,"bold":21},"Don't delete it before IT has it.",{"type":250,"text":405}," Otherwise nobody can check whether other colleagues received the same email.",{"type":265,"level":25,"children":407},[408],{"type":250,"text":409},"Step 2: Forward the email to IT correctly",{"type":247,"children":411},[412,414,416,418],{"type":250,"text":413,"bold":21},"As an attachment, not as a screenshot and not as a normal forward.",{"type":250,"text":415}," Only the original email contains the ",{"type":250,"text":417,"bold":21},"headers",{"type":250,"text":419},". From them, IT can see which servers the email came through, whether SPF, DKIM and DMARC check out and whether other mailboxes are affected.",{"type":247,"children":421},[422],{"type":250,"text":423,"bold":21},"Classic Outlook:",{"type":276,"format":277,"children":425},[426,434,448],{"type":280,"children":427},[428,430,432],{"type":250,"text":429},"Select the email › ",{"type":250,"text":431,"bold":21},"Ctrl+Alt+F",{"type":250,"text":433},", or",{"type":280,"children":435},[436,438,440,442,444,446],{"type":250,"text":437,"bold":21},"Home",{"type":250,"text":439}," › ",{"type":250,"text":441,"bold":21},"More",{"type":250,"text":443}," (reply actions) › ",{"type":250,"text":445,"bold":21},"Forward as Attachment",{"type":250,"text":447},".",{"type":280,"children":449},[450,452,454],{"type":250,"text":451},"Alternatively: open a new email to IT and ",{"type":250,"text":453,"bold":21},"drag and drop",{"type":250,"text":455}," the suspicious email into the window.",{"type":247,"children":457},[458],{"type":250,"text":459,"bold":21},"New Outlook \u002F Outlook on the web:",{"type":276,"format":277,"children":461},[462],{"type":280,"children":463},[464,465,467,468,470,471,473],{"type":250,"text":429},{"type":250,"text":466,"bold":21},"three-dot menu",{"type":250,"text":439},{"type":250,"text":469,"bold":21},"Forward",{"type":250,"text":439},{"type":250,"text":472,"bold":21},"Forward as attachment",{"type":250,"text":447},{"type":247,"children":475},[476,478],{"type":250,"text":477,"bold":21},"Even better, if it is set up: the “Report” or “Report phishing” button",{"type":250,"text":479}," in Outlook. It sends the email to Microsoft and, depending on the configuration, to your own IT, and removes it from the inbox.",{"type":265,"level":25,"children":481},[482],{"type":250,"text":483},"Step 3: What IT checks",{"type":247,"children":485},[486,488,490],{"type":250,"text":487},"In the real-world case, the result of the check was sobering but typical: ",{"type":250,"text":489,"bold":21},"Technically, it is an entirely normal Gmail message with a PDF attachment.",{"type":250,"text":491}," Nothing a filter reliably identifies as malicious. What makes it suspicious are the circumstances: sender, name, empty content.",{"type":247,"children":493},[494],{"type":250,"text":495},"IT can then:",{"type":276,"format":277,"children":497},[498,504,510,516],{"type":280,"children":499},[500,502],{"type":250,"text":501,"bold":21},"Check in mail flow",{"type":250,"text":503}," (Exchange admin center or Defender) who received the same email, and remove it from all mailboxes.",{"type":280,"children":505},[506,508],{"type":250,"text":507,"bold":21},"Block the sender",{"type":250,"text":509},", in the Tenant Allow\u002FBlock List.",{"type":280,"children":511},[512,514],{"type":250,"text":513,"bold":21},"Report the link or attachment",{"type":250,"text":515}," to Microsoft as phishing.",{"type":280,"children":517},[518,520],{"type":250,"text":519,"bold":21},"Check sign-ins",{"type":250,"text":521},", in case someone clicked.",{"type":265,"level":25,"children":523},[524],{"type":250,"text":525},"Can't you just block something like this?",{"type":247,"children":527},[528,530],{"type":250,"text":529,"bold":21},"Individual senders, yes; the pattern, unfortunately hardly.",{"type":250,"text":531}," Attackers constantly change sender addresses, mostly through free email providers. Blocking Gmail entirely is not an option for most companies, because customers and suppliers write from there too. What helps:",{"type":276,"format":277,"children":533},[534,540,546,552,565],{"type":280,"children":535},[536,538],{"type":250,"text":537,"bold":21},"Turn on the “External sender” notice",{"type":250,"text":539}," in Outlook so that emails from outside are visibly marked.",{"type":280,"children":541},[542,544],{"type":250,"text":543,"bold":21},"Impersonation protection",{"type":250,"text":545}," in the Microsoft Defender anti-phishing policies, so that sender names like \"Microsoft\" or your own management stand out.",{"type":280,"children":547},[548,550],{"type":250,"text":549,"bold":21},"Safe Links and Safe Attachments",{"type":250,"text":551}," (Defender for Office 365), which check links when they are clicked.",{"type":280,"children":553},[554,556,558,564],{"type":250,"text":555,"bold":21},"Phishing-resistant sign-in",{"type":250,"text":557}," with passkeys. Then stolen passwords are of little use. See ",{"type":559,"url":560,"children":561},"link","\u002Fen\u002Fblog\u002Fmicrosoft-sms-mfa-retirement-passkeys",[562],{"type":250,"text":563},"Microsoft is turning off SMS MFA",{"type":250,"text":447},{"type":280,"children":566},[567,569],{"type":250,"text":568,"bold":21},"Regular short training sessions.",{"type":250,"text":570}," The employee's skepticism in the real-world case was the best protection.",{"type":265,"level":25,"children":572},[573],{"type":250,"text":574},"What to do if someone already clicked",{"type":276,"format":576,"children":577},"ordered",[578,584,591,599,605],{"type":280,"children":579},[580,582],{"type":250,"text":581,"bold":21},"Tell IT immediately.",{"type":250,"text":583}," Don't wait out of embarrassment.",{"type":280,"children":585},[586,588,590],{"type":250,"text":587},"If credentials were entered: ",{"type":250,"text":589,"bold":21},"change the password right 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