Starting Today, A Change to BW’s Email Security

Update on enhanced email security

You may have heard that BW is implementing new software from Abnormal Security with an advanced capability to protect our team members from malicious email attacks such as phishing. While teams in other regions will be transitioning to the Abnormal Security software system today, our Italian operations will continue using the current system for the time being.

The reason for this delay is that we are currently in the process of seeking regulatory approval to deploy the new software in Italy. As you know, compliance with local regulations is important, and we want to ensure we have all necessary approvals in place before proceeding with the upgrade.

A new way to report suspicious emails

Starting today, you'll notice a second button for reporting suspicious emails in your Outlook ribbon—the new Microsoft Report button.  This change enables BW to leverage built-in Microsoft security protections that have existed in our system for several years.   And later this week the Proofpoint Report Phish button will be permanently removed from your Outlook ribbon.

However, neither the Microsoft Report button nor the existing Proofpoint Report Phish button will work to report suspicious emails for you yet. Don't worry though—you can still report suspicious emails, and it's important that you do!

Here's how to report a suspicious email:

1. Create a Service Desk ticket via email
2. Attach the suspicious message by dragging and dropping it from your Inbox into your Service Desk email
3. Important: Always attach suspicious emails—never forward them. Attaching preserves critical security information that helps our team investigate.

Bottom line: Please don't use either the Microsoft Report or Proofpoint Report Phish buttons for now. Instead, follow the process above to report anything suspicious directly to the IT Service Desk.

Your vigilance is our best defense—thank you for staying alert!

How to Spot a Dangerous Email

No matter how good the security software may be, threats can still come through to your inbox.  It's essential that everyone remains extra vigilant about email security at all times. 

Please take the following steps:

Before clicking any link or opening attachments:

• Verify the sender's email address carefully—look for misspellings or suspicious domains.
• Hover over links to preview the actual URL before clicking.
• Be suspicious of unexpected attachments, even from known contacts.
• Watch for urgent language or pressure to act immediately.

Suspicious signs to watch for:

• Requests for passwords, financial information, or credentials
• Emails that create a sense of urgency or fear
• Generic greetings like "Dear User" instead of your name
• Poor grammar or spelling errors in supposedly official communications
• Requests to bypass normal procedures

Best practices:

• When in doubt, verify requests through a separate communication channel (such as a phone call, or through Teams messaging).
• Report suspicious emails to the IT Service Desk immediately—don't just delete them.
• Never share your password with anyone, including IT support.
• Use multi-factor authentication wherever available.

If you think you've clicked something suspicious:

• Disconnect from the network immediately.
• Contact the IT Service Desk right away.
• Don't try to fix it yourself.

A new way to report Junk emails

While the Microsoft Report button won’t report suspicious emails, it will allow you to classify emails as junk – that is spam or unwanted messages. 

1. From your list of emails, highlight the email that you want to report. 

2. From the drop-down, choose “Report Junk.”

3. You will receive the pop-up window shown here. You can click “Don’t show me this message again” to keep from receiving this message in the future; then click “Report.” 

4. This action will help train your system to deliver future emails from that sender directly to the Junk Email folder.

Use the drop-down menu to Report Not Junk: If you find a legitimate email has accidentally been delivered to your Junk folder, do the following:

1. From within the Junk Email folder (described in more detail below), select the email and click the Microsoft Report button; from the drop-down, choose “Not Junk.”
2. You will receive a confirmation message that looks very similar to the one shown above but labeled as “Not Junk.” 
3. You can click “Don’t show me this message again” to keep from receiving the message in the future; then click “Report.” 
4. The email will be moved back to your Inbox. This action will help train your system to recognize similar emails as safe and deliver them to your Inbox in the future.

Note: You can also manage Junk and Not Junk by simply right-clicking the messages. Click here for instructions. 

Important Details About Your Junk Folder

Junk Email appears as a regular folder in your list of Outlook folders. 

Junk Email definition: Messages that are obvious spam or unwanted bulk mail will be delivered to the Junk Email folder. Note that there is a 30-day retention policy set for the Junk folder; this means emails will be deleted from that folder after 30 days. 

Consider moving the Junk Email folder to the top of your Outlook folder list so you can check it regularly. You can also consider moving it into your Favorites, as shown here. 

Next steps

We are actively working with the relevant authorities. Once we receive approval for the new Abnormal Security software, we will communicate a timeline for your transition to the new system, including any necessary training and support.