How to Report Phishing and Spam Emails in Gmail

Category: Google Workspace
Applies to: Windows 10/11, macOS, iPhone, iPad, Android, and Web Browsers
Difficulty: Beginner
Estimated Time: 3–5 minutes

Overview

Gmail includes built-in tools to help protect your Google Workspace account from spam, phishing attempts, and other unwanted emails. Spam refers to unsolicited or unwanted messages, such as advertisements, suspicious promotions, or repeated junk emails. Phishing is an attempt to trick someone into revealing sensitive information, including passwords, verification codes, financial information, or other confidential details. This guide explains how to recognize suspicious messages, report phishing and spam, block unwanted senders, and identify when to contact True Synergy Networks.

Before You Begin:

  • Make sure you are signed into your Google Workspace work account.
  • Confirm that your device is connected to the internet.
  • Know how to access Gmail through your browser or mobile application.
  • Avoid clicking links or downloading attachments from suspicious messages.
  • Do not respond to unexpected requests for passwords or verification codes.

Important: Reporting suspicious emails helps protect your account, but reporting alone does not replace notifying True Synergy Networks about a potential security incident.

How to Recognize a Phishing Email

Phishing emails are often designed to appear as though they came from a legitimate company, employee, or service provider.

Common Warning Signs

Look for messages that:

  • Ask you to urgently verify your password or account.
  • Threaten to disable your account unless you take immediate action.
  • Request payment through unusual or unexpected methods.
  • Ask you to purchase gift cards or transfer money.
  • Contain unexpected invoices or attachments.
  • Use an email address that closely resembles a legitimate sender.
  • Ask you to approve a sign-in request you did not initiate.
  • Direct you to an unfamiliar website to sign in.
  • Request confidential company or customer information.
  • Create unnecessary urgency or pressure.

Example: You receive an email claiming that your Google Workspace account will be disabled unless you immediately click a link and enter your password. Even if the email includes your company’s name or logo, it may be fraudulent.
Important: A familiar display name or company logo does not prove that an email is legitimate. Always check the actual sender address and verify unexpected requests through a trusted communication channel.

Windows or Mac — Report a Phishing Email

Step 1: Open Gmail

  1. Open your preferred web browser, such as Google Chrome, Microsoft Edge, Safari, or Firefox.
  2. Visit https://mail.google.com.
  3. Sign in using your Google Workspace work email address.
  4. Complete any required Two-Step Verification.

Step 2: Locate the Suspicious Email

  1. Open your Gmail Inbox.
  2. Locate the suspicious message.
  3. Open the email without clicking any links or attachments.
  4. Review the sender’s email address and subject.

Important: Do not reply to the suspicious message or follow any instructions contained within it.

Step 3: Report Phishing

  1. Locate the More menu (three dots) near the Reply button within the message.
  2. Click More.
  3. Select Report phishing.
  4. Confirm the action if prompted.

Gmail will process the report and use the information to help identify potentially malicious messages.

Note: The Report phishing option is available in Gmail’s desktop web interface.

Important: If the message requests money, credentials, account access, or confidential company information, notify True Synergy Networks in addition to reporting it through Gmail.

Windows or Mac — Report Spam

If you receive unwanted emails that are not necessarily phishing attempts, you can report them as spam.

Step 1: Select the Message

  1. Open Gmail.
  2. Locate the unwanted email.
  3. Select the checkbox next to the message.

Step 2: Report Spam

  1. Click Report spam in the toolbar.
  2. Confirm the action if prompted.
  3. Gmail will move the message to your Spam folder.

Note: Reporting spam helps Gmail recognize similar unwanted messages in the future.

Important: Do not report legitimate company communications as spam simply because you no longer wish to receive them. For recognized newsletters or promotional emails, consider using Gmail’s unsubscribe feature.

iPhone or iPad — Report Suspicious Emails

Step 1: Open Gmail

  1. Open the Gmail application on your iPhone or iPad.
  2. Make sure your Google Workspace work account is selected.
  3. Locate the suspicious message.

Step 2: Report Spam

  1. Open the unwanted email.
  2. Tap the More menu (three dots) within the message.
  3. Select Report spam.
  4. Follow any additional on-screen instructions.

Note: The Gmail mobile application may offer different reporting options depending on the application version.

If you need to specifically report a message as phishing and that option is not available in your application, use Gmail through a desktop web browser or contact True Synergy Networks.

Step 3: Notify TSN When Appropriate

If the message involves a suspicious login page, unexpected payment request, or possible account compromise:

  1. Do not click any links.
  2. Do not download attachments.
  3. Do not provide the requested information.
  4. Contact True Synergy Networks for assistance.

Important: Do not forward suspicious emails to coworkers to ask whether they appear legitimate. Forwarding may unnecessarily expose others to the same malicious content.

Android — Report Suspicious Emails

Step 1: Open Gmail

  1. Open the Gmail application on your Android device.
  2. Confirm that your Google Workspace work account is selected.
  3. Locate the suspicious or unwanted email.

Step 2: Report Spam

  1. Open the message.
  2. Tap the More menu (three dots) near the message.
  3. Select Report spam.
  4. Follow any prompts displayed by Gmail.

Gmail will move the reported message to Spam.

Note: If the message appears to be a phishing attempt and you cannot find a dedicated Report phishing option, use Gmail on a computer or contact True Synergy Networks.

How to Block an Unwanted Sender

Gmail allows you to block specific email addresses. When you block a sender, future emails from that sender are generally directed to Spam.

Windows or Mac

  1. Open Gmail.
  2. Open an email from the sender you want to block.
  3. Click the More menu (three dots) next to the Reply button.
  4. Select Block “[Sender Name]”.
  5. Confirm the action if prompted.

iPhone or iPad

  1. Open the Gmail application.
  2. Locate and open a message from the unwanted sender.
  3. Tap More (three dots) next to the Reply button.
  4. Select Block “[Sender Name]”.

Android

  1. Open the Gmail application.
  2. Open a message from the sender.
  3. Tap More (three dots) next to the Reply button.
  4. Select Block “[Sender Name]”.

Important: Blocking an email address is not a complete security measure. Malicious senders may use different email addresses to continue sending messages. If you receive repeated phishing messages or targeted threats, contact True Synergy Networks.

How to Unblock an Email Sender

If you accidentally block a legitimate sender, you can remove the block.

Windows or Mac

  1. Open Gmail.
  2. Click Settings in the upper-right corner.
  3. Select See all settings.
  4. Open Filters and Blocked Addresses.
  5. Locate the blocked sender.
  6. Click Unblock.
  7. Confirm your changes.

iPhone, iPad, or Android

  1. Open Gmail.
  2. Locate a message from the blocked sender, possibly in Spam.
  3. Open the message.
  4. Tap the More menu next to the Reply button.
  5. Select Unblock “[Sender Name]”.

Note: Removing a blocked address does not guarantee that every future email from that sender will reach your Inbox. Gmail and organization-managed security systems may still filter suspicious messages.

How to Mark a Legitimate Email as Not Spam

Sometimes legitimate emails are incorrectly placed in Spam.

Windows or Mac

  1. Open Gmail.
  2. Click More in the left navigation menu if necessary.
  3. Select Spam.
  4. Locate the legitimate email.
  5. Select the message.
  6. Click Not spam.

Gmail will remove the message from Spam.

iPhone or iPad

  1. Open Gmail.
  2. Tap the Menu icon.
  3. Select Spam.
  4. Open the legitimate message.
  5. Tap Report not spam or the available Not spam option.

Android

  1. Open Gmail.
  2. Tap the Menu icon.
  3. Select Spam.
  4. Open the legitimate message.
  5. Tap More and select Report not spam, if available.

Important: Only mark a message as not spam when you are confident that it came from a legitimate sender. If a business-critical message is repeatedly being filtered, contact True Synergy Networks rather than disabling spam protection.

What to Do if You Clicked a Suspicious Link

Accidentally clicking a suspicious link does not always mean your account has been compromised, but it should be taken seriously.

Step 1: Stop Interacting With the Website

  1. Do not enter any additional information.
  2. Do not download files.
  3. Do not approve any authentication requests.
  4. Close the suspicious website.

Step 2: Contact True Synergy Networks

Notify support and explain:

  • Which email contained the suspicious link.
  • Approximately when you clicked it.
  • Whether you entered any information.
  • Whether you downloaded or opened any files.
  • Whether your device displayed unusual messages or warnings.

Important: If you entered a password, verification code, or financial information, notify True Synergy Networks immediately. Do not wait to see whether suspicious activity occurs.

What to Do if You Opened a Suspicious Attachment

Unexpected attachments may contain malicious software or links to harmful websites.
If you opened a suspicious attachment:

  1. Stop interacting with the file.
  2. Do not enable macros, scripts, or other requested features.
  3. Do not provide any login credentials.
  4. Contact True Synergy Networks immediately.
  5. Follow your support technician’s instructions.

Important: Do not attempt to disable antivirus software, remove endpoint security applications, or troubleshoot potential malware infections yourself. True Synergy Networks can determine whether your device requires additional security investigation.

How to Identify a Fake Google Sign-In Page

Phishing emails may direct you to a website that resembles Google’s sign-in screen.

Before entering your Google Workspace password:

  1. Check the website address displayed in your browser.
  2. Make sure you recognize the sign-in service.
  3. Avoid signing in through unexpected email links.
  4. When possible, open Gmail directly at https://mail.google.com.
  5. Follow your organization’s approved Single Sign-On process, if applicable.

Important: Some organizations use approved third-party identity providers for Google Workspace sign-in. If you are unsure whether a login page is legitimate, contact True Synergy Networks.

Security Tip: A padlock icon or HTTPS connection alone does not prove that a website is trustworthy. Fraudulent websites can also use encrypted connections.

How to Unsubscribe From Legitimate Marketing Emails

If you receive unwanted marketing messages from a recognizable, legitimate business, Gmail may provide a built-in unsubscribe option.

Step 1: Open the Marketing Email

  1. Open Gmail.
  2. Locate an email from a legitimate sender you recognize.
  3. Look for Unsubscribe near the sender’s information.

Step 2: Unsubscribe

  1. Click or tap Unsubscribe.
  2. Follow Gmail’s confirmation instructions.
  3. Allow time for the request to be processed.

Important: Do not click unsubscribe links within suspicious emails. Malicious senders may use these links to confirm that your email address is active or direct you to fraudulent websites. For suspicious messages, use Report spam or Report phishing instead.

Troubleshooting

I Cannot Find the Report Phishing Option

If you cannot locate the option:

  1. Open Gmail on a Windows or Mac computer.
  2. Open the suspicious message.
  3. Locate the More menu next to the Reply button within the message.
  4. Look for Report phishing.

If the option remains unavailable, contact True Synergy Networks.

Note: The mobile Gmail application may not display all the same reporting options available in the desktop web interface.

A Sender I Blocked Is Still Emailing Me

If unwanted emails continue:

  1. Check whether the messages are coming from the same email address.
  2. Confirm that the sender was blocked.
  3. Review your Spam folder.
  4. Report additional unwanted or suspicious messages.
  5. Contact True Synergy Networks if the messages appear malicious or targeted.

Note: Blocking one address does not prevent someone from sending messages using other addresses.

Legitimate Emails Keep Going to Spam

If important emails repeatedly appear in Spam:

  1. Open the Spam folder.
  2. Confirm that the sender is legitimate.
  3. Mark the appropriate message as Not spam.
  4. Check whether the sender is blocked.
  5. Contact True Synergy Networks if the problem continues.

Important: Do not create filters that broadly bypass spam protections for unfamiliar senders.

I Accidentally Reported an Email as Spam

If you reported a legitimate email by mistake:

  1. Open Gmail.
  2. Navigate to Spam.
  3. Locate the email.
  4. Select Not spam or Report not spam.
  5. Confirm that the message is accessible.

Note: If you accidentally reported a message as phishing, Gmail’s desktop interface may offer Report not phishing in the message’s More menu.

I Keep Receiving Fake Password Reset Emails

If you repeatedly receive unexpected password reset or sign-in verification messages:

  1. Do not click links in the messages.
  2. Do not approve unexpected verification requests.
  3. Avoid replying to the sender.
  4. Contact True Synergy Networks.

Important: Repeated unexpected password reset or login verification requests may indicate that someone is attempting to access your account.

I Think My Account Has Been Compromised

If you believe someone has accessed your Google Workspace account:

  1. Stop interacting with suspicious emails or websites.
  2. Do not approve additional unexpected verification requests.
  3. Contact True Synergy Networks immediately.
  4. Describe any unusual account activity.
  5. Follow the account security and recovery instructions provided by your support technician.

Important: True Synergy Networks manages account recovery, administrator-level security investigations, and password resets when necessary.

Additional Information

  • Gmail automatically identifies many unwanted and suspicious messages.
  • Reporting spam helps Google improve its ability to recognize similar messages.
  • The Report phishing feature is available in Gmail’s desktop web interface.
  • Blocking a sender generally sends future messages from that address to Spam.
  • Gmail may automatically remove messages from Spam after 30 days.
  • Legitimate senders can sometimes be incorrectly classified as spam.
  • Phishing emails may impersonate trusted companies, coworkers, or service providers.
  • True Synergy Networks manages organization-level email security settings and investigations.
  • Reporting a suspicious email does not replace contacting TSN about a possible security incident.

Security Reminder: Never share your Google Workspace password, verification codes, backup codes, or other confidential information through email. Do not approve unexpected sign-in requests, open suspicious attachments, or enter your credentials on unfamiliar websites. If you suspect phishing, unauthorized account access, or a security incident, contact True Synergy Networks immediately.