Phishing emails are becoming increasingly difficult to recognise.
Gone are the days when every scam email was full of spelling mistakes, strange formatting and obviously fake logos. Modern phishing messages can look remarkably convincing and may appear to come from your bank, Microsoft, a delivery company, your employer or even someone you know.
The aim is usually simple: to persuade you to click a link, open an attachment, provide your password or send money.
Knowing what to look for can help you stop a scam before it causes any damage.
What Is a Phishing Email?
Phishing is a type of online scam where criminals pretend to be a person or organisation you trust.
You might receive an email claiming that:
your account has been locked;
a payment has failed;
a parcel could not be delivered;
you have received an unexpected invoice;
someone has shared a document with you; or
you need to verify your account immediately.
The email usually encourages you to click a link, download something or provide information.
The link may take you to a fake website designed to look like the real one. If you enter your username and password, those details go to the criminal instead.
So how can you tell whether an email is genuine?
1. It Creates a Sense of Urgency
One of the most common warning signs is pressure.
A scam email might tell you:
“Your account will be suspended today.”
or
“You must confirm your details immediately.”
This is deliberate.
Scammers want you to react quickly before you have time to think about whether the message makes sense.
If an email is pressuring you into taking immediate action, stop for a moment and check it carefully.
2. The Sender’s Email Address Looks Wrong
An email can display a familiar name while actually coming from a completely different email address.
For example, the sender might appear as:
Microsoft Support
but the actual address could be something unrelated.
Always check the full sender address rather than relying only on the displayed name.
Be particularly careful with addresses that contain:
extra letters or numbers;
misspellings;
unusual domains; or
small changes designed to look like a legitimate address.
Criminals sometimes make these differences very difficult to notice.
3. You Weren’t Expecting the Message
Ask yourself a simple question:
Was I expecting this?
An unexpected invoice, password reset, document-sharing notification or delivery message deserves extra attention.
That does not automatically mean the email is fraudulent, but it is a reason to check before doing anything.
For example, if you receive an unexpected Microsoft 365 password reset message, don’t immediately click the button in the email.
Instead, open your browser and go directly to Microsoft’s website yourself.
4. The Link Doesn’t Go Where You Expect
A link can say one thing while sending you somewhere completely different.
For example:
Sign in to Microsoft 365
could lead to a fake website designed to steal your password.
On a computer, you can usually move your mouse over a link without clicking it to see where it actually leads.
On a phone, checking links can be harder, so the safest option when you have doubts is often not to use the link at all.
Visit the organisation’s website or app directly instead.
5. It Asks for Sensitive Information
Be suspicious if an unexpected email asks you to provide information such as:
passwords;
banking details;
payment-card information;
security codes;
personal information; or
login details.
A particularly important warning sign is being asked to provide a security or verification code.
Two-step verification codes are designed to prove that you are trying to access an account. You should never give one to someone who contacts you unexpectedly.
6. There Is an Unexpected Attachment or QR Code
Attachments can be used to spread malicious software or lead you towards fraudulent websites.
Be careful with unexpected:
Word documents;
Excel spreadsheets;
PDF files;
ZIP files; and
other downloads.
QR codes are another technique to watch.
A QR code in an email can send your phone to a fraudulent website just like an ordinary link. The UK’s National Cyber Security Centre has warned that criminals are increasingly using QR codes in phishing messages.
Treat an unexpected QR code in the same way you would treat a suspicious link: don’t scan it unless you are confident that the message is genuine.
7. Something Simply Doesn’t Feel Right
Sometimes there is no obvious technical warning.
The email may use the correct logo. The spelling may be perfect. It might even contain your real name.
But perhaps the request is unusual.
Would your CEO normally ask you to purchase gift cards by email?
Would your bank normally ask you to transfer money to a new account?
Would a supplier unexpectedly change their bank details without discussing it with you?
Modern scams can be extremely convincing, so context matters just as much as spelling mistakes and strange-looking emails.
If something feels unusual, verify it another way.
How Can You Check Whether an Email Is Genuine?
The simplest approach is to contact the organisation or person separately.
Do not use the phone number, email address or link contained in the suspicious message.
Instead:
visit the organisation’s official website;
open its official app;
call a number you already know to be genuine; or
contact the person using details you have used before.
For example, if you receive an unusual payment request apparently from a colleague, call them and confirm it.
A 30-second check could prevent a much bigger problem.
What Should You Do With a Suspicious Email?
If you think an email might be fraudulent:
Don’t click any links.
Don’t open unexpected attachments.
Don’t reply to the message.
Report it to your IT team if you are at work.
Delete it once it has been reported.
In the UK, suspicious emails can also be forwarded to the National Cyber Security Centre at report@phishing.gov.uk.
The NCSC analyses reported messages and can work to have malicious websites taken down.
What If You Already Clicked the Link?
Clicking a suspicious link does not necessarily mean your computer or account has been compromised.
However, you should act quickly.
If you entered your password into a suspicious website, change the password immediately using the real website.
If you use the same password elsewhere, change it on those accounts too.
You should also:
tell your IT support provider or IT department;
enable two-step verification if it is not already enabled;
check your account for unfamiliar activity; and
run the appropriate security checks on your device if necessary.
The sooner the issue is reported, the easier it usually is to limit any damage.
Technology Helps, but People Still Matter
Email security systems can block a large amount of malicious email before it reaches your inbox.
But no security system can guarantee that every scam will be detected.
The National Cyber Security Centre says that phishing is one of the most common ways cyber criminals gain access to accounts and devices.
That is why knowing how to recognise a suspicious message is just as important as having good security software.
The most useful habit is also one of the simplest:
If an email asks you to do something unexpected, stop and check before you act.
Need Help Protecting Your Business?
Cyber security does not have to be complicated.
3TL helps businesses protect their users, devices and data while making technology easier to manage.
If you are concerned about phishing, email security or the wider security of your business IT, contact the 3TL team to find out how we can help.
