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Coming the Week of August 18: A New Button To Report Phishing and Junk E-Mails

To improve the security of our company e-mail and reduce our exposure to phishing attacks, we will soon transition to a new e-mail security system. An early step in the transition is to move all BW team members from the Proofpoint PhishAlarm button (that we currently use to report suspicious emails) to the Microsoft Report button. 

Today, the Proofpoint PhishAlarm button in your Outlook ribbon looks like this: 

During the week of August 18, that button will be replaced by the Microsoft Report button, which looks like this:

Note these differences:

• Title of the button: “Report” instead of “Report Phish”
• Icon: Exclamation point replaces the envelope on a hook
• Menu options: Now button includes a drop-down menu
• Ribbon position: Shifted to the left

Please be aware that the Microsoft Report button will appear further to the left on the ribbon than the PhishAlarm button. The position of the button on the ribbon can be changed by using the “Customize the Ribbon” function (click here for instructions).

Use the new Report button to submit phishing e-mails for review and for reporting junk emails. Until further notice, you can also continue to report suspicious e-mails by clicking on the “Report Suspicious” banner button that appears at the top of e-mail messages that originate from outside BW’s network. 

How to use the drop-down menu of the new Microsoft Report button: 

• Report Phishing: Use this option to report emails that appear malicious or deceptive. These messages are sent for advanced analysis. 
• Report Junk: Use this option to report spam or unwanted messages. These are routed through Microsoft Defender, which helps classify future similar emails.
• Not Junk: If you find a legitimate email has accidentally been delivered to your Junk folder, do the following:
  • From within the Junk folder, select the message and click the Report button in Outlook. 
  • Then choose Not Junk to submit it, and it will be moved back to your inbox. This action helps train Microsoft Defender to recognize similar emails as safe and deliver them to your inbox in the future.

Reporting Outlook Messages From Your Mobile Device

When using Outlook from your mobile device, you can report messages without relying on the Outlook ribbon. 

• For an Android device, open the email, click on the ellipses menu (three dots) in the top-right corner of the message window, then select either “Report Junk” or “Report Phishing.”
• For an iOS device, open the email and click the ellipses menu (three dots) at the bottom-right corner of the message window, then select "Report Junk" or "Report Phishing."

More information on the new email security system will be provided as we get closer to the full transition. Thank you for supporting this important initiative. 

Questions? Contact the IT Service Desk or Design Group IT Service Desk.