How to Report Phishing and Junk Emails in Microsoft Outlook

Category: Microsoft 365
Applies to: Windows 10/11, macOS, Outlook on the Web, iPhone, iPad, and Android
Difficulty: Beginner
Estimated Time: 2–5 minutes

Overview

Microsoft Outlook includes built-in tools that allow you to report suspicious emails, phishing attempts, and unwanted junk messages. Reporting suspicious emails helps protect your account and supports your organization’s email security efforts. This guide explains how to identify and report phishing or junk emails in Microsoft Outlook using your computer or mobile device.

Before You Begin:

  • Make sure you are signed into your Microsoft 365 work email account.
  • Have access to the suspicious email in Outlook.
  • Do not click any suspicious links or download unexpected attachments.
  • Do not reply to suspicious messages or provide personal information.

Important: If you believe an email is attempting to steal your password, impersonate someone, or trick you into sending money, treat it as a potential phishing attempt rather than ordinary junk email.

Understanding Phishing vs. Junk Email

Before reporting a message, it is important to understand the difference between phishing and junk email.

Phishing Email:
A phishing email is a fraudulent message designed to trick you into revealing sensitive information, clicking malicious links, downloading harmful attachments, or sending money.
Common examples include:

  • Fake Microsoft 365 password expiration warnings.
  • Unexpected requests to approve Microsoft Authenticator notifications.
  • Emails impersonating your company’s management or coworkers.
  • Fake invoices or payment requests.
  • Messages asking you to urgently verify your account.
  • Emails containing suspicious links or attachments.

Junk Email:

Junk email, commonly called spam, generally refers to unwanted or unsolicited messages.
Examples include:

  • Unwanted advertisements.
  • Promotional emails from unfamiliar companies.
  • Repeated marketing messages.
  • Unsolicited newsletters.

Important: Some junk emails may also contain phishing attempts. If a message requests sensitive information or appears fraudulent, report it as phishing.

Windows — Report Phishing or Junk Emails

Step 1: Open Microsoft Outlook

  1. Open Microsoft Outlook on your Windows computer.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Navigate to your Inbox.
  4. Locate the suspicious email.

Important: You do not need to open attachments or click links to report an email.

Step 2: Report the Suspicious Email

New Outlook:

  1. Select the suspicious email in your Inbox.
  2. Locate Report in the toolbar or message actions.
  3. Click Report.
  4. Select Report phishing if you believe the message is fraudulent.
  5. Alternatively, select Report junk if the message is unwanted spam.
  6. Confirm the report if prompted.

Classic Outlook:

  1. Select the suspicious message.
  2. Navigate to the Home tab.
  3. Locate the Report button.
  4. Select Report Phishing or Report Junk, depending on the available options.
  5. Confirm your selection if prompted.

Note: Depending on your organization’s configuration, the reporting button may appear in a different location or have a slightly different name.

Step 3: Verify the Message Was Reported

  1. Outlook may display a confirmation after reporting the message.
  2. Depending on the reporting option and configuration, the message may be moved to your Junk Email or Deleted Items folder.
  3. Avoid interacting with the message after reporting it.

Note: Reporting a message as phishing does not necessarily block all future emails from that sender.

Mac — Report Phishing or Junk Emails

Step 1: Open Microsoft Outlook

  1. Open Microsoft Outlook on your Mac.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Navigate to your Inbox.
  4. Select the suspicious email.

Step 2: Report the Message

  1. Locate the Report option in the Outlook toolbar or message actions.
  2. Select Report phishing or Report junk, depending on the available choices.
  3. Confirm the report if prompted.

If the reporting option is not visible, check the message’s additional actions menu or use Outlook on the Web.
Note: The reporting interface may vary depending on your Outlook for Mac version and your organization’s email security configuration.

Outlook on the Web — Report Phishing or Junk Emails

Step 1: Access Outlook

  1. Open your preferred web browser.
  2. Visit https://outlook.office.com.
  3. Sign in using your Microsoft 365 work email address.
  4. Complete any required Microsoft Authenticator verification.

Step 2: Report a Suspicious Message

  1. Navigate to your Inbox.
  2. Select the suspicious email.
  3. Locate the Report option in the toolbar.
  4. Select Report phishing or Report junk.
  5. Confirm the report if prompted.

Note: Depending on your Outlook configuration, reporting options may also appear when you right-click the message or open its additional actions menu.

iPhone or iPad — Report Phishing or Junk Emails

Step 1: Open Microsoft Outlook

  1. Open the Microsoft Outlook application on your iPhone or iPad.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Navigate to your Inbox.
  4. Select the suspicious email.

Step 2: Report the Message

  1. Tap the More options button (three dots) in the upper-right corner of the message.
  2. Select Report Junk.
  3. Choose one of the available options:
    • Junk: Report unwanted or unsolicited email.
    • Phishing: Report a message attempting to steal information or impersonate someone.
    • Block Sender: Block future messages from that sender when the option is available.
  4. Confirm your selection if prompted.

Note: Reporting options may vary depending on your Microsoft Outlook application version.

Android — Report Phishing or Junk Emails

Step 1: Open Microsoft Outlook

  1. Open the Microsoft Outlook application on your Android device.
  2. Make sure you are signed into your Microsoft 365 work account.
  3. Navigate to your Inbox.
  4. Select the suspicious email.

Step 2: Report the Message

  1. Tap the More options button (three dots) in the upper-right corner of the message.
  2. Select Report Junk.
  3. Choose the appropriate option:
    • Junk: For unsolicited or unwanted emails.
    • Phishing: For fraudulent emails attempting to steal information.
    • Block Sender: To block a sender when supported.
  4. Confirm your selection if prompted.

Note: The appearance of reporting options may vary depending on your Android device and Outlook version.

How to Recognize a Phishing Email

Phishing emails often attempt to create urgency, fear, or confusion to convince you to take immediate action.

Warning Sign 1: Unexpected Password Requests

Be cautious of emails claiming:

  • Your Microsoft 365 password has expired.
  • Your account will be disabled immediately.
  • You must verify your identity through an unfamiliar website.
  • Your mailbox will be deleted unless you act.

Important: Never enter your Microsoft 365 password on a website you reached through an unexpected email link. If you are unsure, open your normal Microsoft 365 sign-in page directly or contact True Synergy Networks.

Warning Sign 2: Suspicious Email Addresses

Attackers may impersonate a legitimate company using a similar-looking email address.

For example:

Look closely for misspelled domains, unusual characters, or unexpected sender addresses.

Note: A familiar sender name does not guarantee that the email is legitimate. Email accounts can be compromised, and sender information can sometimes be spoofed.

Warning Sign 3: Urgent or Threatening Language

Phishing emails frequently contain statements such as:

  • “Your account will be suspended in 30 minutes.”
  • “Immediate action required.”
  • “Your payment failed. Update your information now.”
  • “Your mailbox is full. Click here to restore access.”

Recommendation: If an email requests urgent action involving money, account credentials, or sensitive information, verify the request through a trusted communication method before proceeding.

Warning Sign 4: Unexpected Attachments

Be cautious of attachments you were not expecting, especially if the sender is unfamiliar.

Examples may include:

  • Unexpected invoices.
  • Compressed ZIP files.
  • Documents asking you to enable macros.
  • Password-protected attachments from unknown senders.
  • Files that require you to sign in through an unfamiliar website.

Important: Do not download or open suspicious attachments simply to determine whether they are legitimate.

Warning Sign 5: Requests for Sensitive Information

Legitimate organizations generally do not ask you to disclose passwords, one-time security codes, or authentication information by email.

Be suspicious of messages requesting:

  • Microsoft 365 passwords.
  • Microsoft Authenticator verification codes.
  • Banking or credit card information.
  • Confidential company documents.
  • Password manager credentials.
  • Unexpected payment or bank account changes.

Security Reminder: True Synergy Networks will never ask you to disclose your account password or approve an authentication request you did not initiate.

What to Do if You Clicked a Suspicious Link

If you accidentally clicked a suspicious link, do not panic, but take action immediately.

Step 1: Stop Interacting With the Message

  1. Close the suspicious website or browser tab.
  2. Do not enter your password or additional personal information.
  3. Do not download or open any files from the website.
  4. Do not approve any unexpected Microsoft Authenticator notifications.

Step 2: Contact True Synergy Networks

  1. Contact True Synergy Networks as soon as possible.
  2. Explain what occurred.
  3. Let the technician know whether you entered your password, downloaded a file, or approved an authentication request.
  4. Follow the instructions provided by the support technician.

Important: If you entered your password, approved an unexpected sign-in request, or opened a suspicious file, contact True Synergy Networks immediately. Do not wait to see whether something unusual happens.

Note: True Synergy Networks may need to investigate the message, review account activity, or take additional security measures.

What to Do if You Receive a Suspicious Email From a Coworker

Sometimes phishing emails appear to come from someone you know.

If you receive an unusual request from a coworker:

  1. Do not click suspicious links or open unexpected attachments.
  2. Do not reply with passwords or sensitive information.
  3. Contact the coworker using a known phone number or an established communication method.
  4. Ask whether they actually sent the message.
  5. Report the suspicious email through Outlook.
  6. Contact True Synergy Networks if you believe the sender’s account may have been compromised.

Important: A legitimate email address does not guarantee that the message is safe. Compromised accounts may send phishing emails to coworkers and customers.

Troubleshooting

I Cannot Find the Report Phishing Button

If you do not see the reporting option:

  1. Verify that you are signed into your Microsoft 365 work account.
  2. Check the Outlook toolbar or additional message actions.
  3. Try right-clicking the suspicious email.
  4. If using Outlook on your computer, try accessing https://outlook.office.com.
  5. Check whether the reporting option appears in Outlook on the Web.

If the reporting option remains unavailable, contact True Synergy Networks.

Note: Your organization may use a different reporting method or a dedicated email security reporting feature.

I Accidentally Reported a Legitimate Email

If you accidentally reported an email as junk:

  1. Open your Junk Email folder.
  2. Locate the message if it was moved there.
  3. Select Report → Not junk, if available.
  4. Follow the on-screen instructions to restore the message.

If you accidentally reported a legitimate email as phishing, contact True Synergy Networks if you need assistance.

Important: Only mark a message as legitimate when you are confident it is safe. If the message contains suspicious content, have True Synergy Networks review it first.

I Keep Receiving Emails From the Same Suspicious Sender

If you continue receiving suspicious emails:

  1. Report the new suspicious messages through Outlook.
  2. Avoid responding to the sender.
  3. If the messages are ordinary unwanted spam, consider blocking the sender using Outlook’s built-in options.
  4. If the messages appear fraudulent or threatening, contact True Synergy Networks.

Note: Blocking one email address may not prevent attackers from contacting you using different email addresses.

A Suspicious Email Was Already Quarantined

If your organization uses TSN Cyber Email Security, some suspicious emails may be automatically quarantined before reaching your Outlook Inbox.

  1. Review the quarantine notification if you receive one.
  2. Do not request the release of suspicious or unexpected emails.
  3. If you are unsure whether a quarantined message is legitimate, contact True Synergy Networks.
  4. Follow your organization’s established email security procedures.

Important: Never release an email from quarantine simply because it appears to come from someone you recognize.

Additional Information

  • Phishing emails attempt to steal information, distribute malicious content, or impersonate legitimate organizations.
  • Junk emails are generally unsolicited or unwanted messages.
  • Microsoft Outlook provides built-in tools for reporting phishing and junk messages.
  • Reporting a suspicious email does not guarantee that the sender will be permanently blocked.
  • Your organization may also use additional email security tools that quarantine or block suspicious messages.
  • Microsoft Authenticator requests should only be approved when you are actively attempting to sign in.
  • If you suspect your account has been compromised, contact True Synergy Networks immediately.

Security Reminder: Never click suspicious email links, download unexpected attachments, disclose passwords, or approve authentication requests you did not initiate. If an email appears to impersonate Microsoft, True Synergy Networks, your employer, or another trusted organization, verify the message using a known contact method. If you believe you have interacted with a phishing email, contact True Synergy Networks immediately.