What to Look for in Email Spoofing

In the United States, about 9.7 BILLION emails are sent daily—making us #1 when it comes to sending daily emails! However, danger lurks among them. One of the biggest issues with emails is email spoofing. Using fake email sender addresses, cybercriminals trick readers into believing the message is from a trusted source.

But! Microsoft is on the case using its Exchange Online Protection (EOP) that offers anti-spoofing protection. This helps businesses detect and reduce such threats. Yet, technology alone is not enough—users, such as yourself, must also be able to recognize spoofed emails and report them correctly.

What is Email Spoofing?

Email spoofing occurs when a bad actor changes the “From” address of an email to appear as if it is from a legitimate sender. This is a common technique used in phishing attacks, where cybercriminals attempt to steal sensitive information. Spoofing can take many forms, such as:

• Display Name Spoofing: The attacker uses a familiar name but an unrelated email address.
• Exact Domain Spoofing: The sender address appears identical to a legitimate domain but is unauthorized.
• Lookalike Domains: The email comes from a domain that closely resembles a trusted domain (e.g., “microsoft-support.com” instead of “microsoft.com”).

How Microsoft EOP Protects Against Spoofing

Microsoft EOP uses multiple layers of protection to detect and block spoofed emails. These include:

• Email Authentication Protocols: EOP uses SPF (Sender Policy Framework), DKIM (DomainKeys Identified Mail), and DMARC (Domain-based Message Authentication, Reporting, and Conformance) to verify email senders.
• Spoof Intelligence: This feature helps your IT team review and take action on emails suspected of spoofing.
• Anti-Phishing Policies: Organizations can customize settings to strengthen their protection against spoofed emails.
• Tenant Allow/Block Lists: Your IT team can manually allow or block specific email senders identified as spoofing threats.

How to Spot a Spoofed Email

While Microsoft EOP provides automated filtering and protection, users must also be vigilant in identifying suspicious emails. Here are key indicators of spoofed emails:

1. Inconsistencies in Sender Details: Check the sender’s email address carefully. Even if the display name looks legitimate, verify that the domain matches the official organization.
2. Unusual or Urgent Requests: Be cautious if an email urges immediate action, such as transferring funds, sharing sensitive data, or clicking on a suspicious link.
3. Grammar and Spelling Errors: Pleas sent right away!! Most professionals maintain high communication standards. A lot of typos or awkward wording can be a big red flag.
4. Mismatched URLs: Hover over links before clicking. If the URL does not match the expected domain, don’t click it as it may be a phishing attempt.
5. Unexpected Attachments: Be wary of unsolicited email attachments, especially if they prompt you to enable macros or download a file. Our curious natures want us to click it, but don’t do it unless you were expecting something!

How Users Should Report Suspicious Emails

Recognizing a spoofed email is only the first step; reporting it makes sure that your IT security team can take the right action. Organizations and your IT team should establish clear guidelines for employees to follow when they suspect an email is spoofed. Here’s what users should do:

1. Use the “Report Phishing” Feature: In Microsoft Outlook, users can report phishing emails directly using the “Report Phishing” button, which helps improve Microsoft’s filtering system.
2. Forward to Your IT Helpdesk: Employees should forward suspicious emails to their organization’s IT team for further analysis.
3. Do Not Respond or Click on Links: Avoid engaging with the sender or clicking on any links, as this may lead to further issues.
4. Mark as Junk: If unsure, you can mark the email as junk to prevent future similar messages from reaching your inbox.
5. Check Company Security Policies: Organizations should regularly educate employees on reporting procedures and ensure they know whom to contact.

Staying Safe from Spoofed Emails

Email spoofing is a pretty big cybersecurity threat, but with Microsoft EOP’s anti-spoofing protection and user awareness, businesses can help to reduce the risk of being spoofed. Organizations need to prioritize training employees to recognize spoofed emails and report them promptly to prevent potential security breaches. Remember—employees are the best line of defense against bad actors, but also the #1 cause of data breaches!

By combining advanced email protection technologies with well informed employees, businesses and their employees can create a safer environment and protect their important data from cyber threats.