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Do not interact with the message while you investigate it. Leave links, attachments, replies, phone numbers, and embedded contact buttons alone. Read only the information already visible, preview a destination without activating it when your mail app supports that safely, and verify any plausible request through a website, phone number, or person you obtained independently.
If you already entered credentials, opened an attachment, or supplied financial information, stop investigating as a curiosity and begin account, device, and incident response.
Why a no-click investigation is the safest starting point
A convincing message can copy a real company’s logo, writing style, sender name, and help-desk language. Those surface details are not proof. A safer test is whether the request still makes sense when you ignore every route the message gives you to continue.
The Federal Trade Commission (FTC) said in an April 2025 consumer alert that email was the top method scammers used to contact people in 2024. The alert describes common lures involving account access, payments, deliveries, and personal information; it does not establish a universal percentage or count. Read the guidance at FTC Consumer Advice.
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“If you suspect that an email message, or a message in Teams is a scam, don’t open any links or attachments that you see.”
A no-click process preserves evidence and prevents the message from deciding which website, phone number, or person you trust.
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- Pause and preserve the message. Do not click, tap, reply, download, open an attachment, or use an unsubscribe link in an unsolicited message. Keep the original available while you use your provider’s reporting control or your employer’s process. Casual forwarding can remove or alter information that investigators need.
- Read only what is visible. Check context, the actual sender address, the request, and the pressure being applied. Ask whether you expected the message and whether the sender would normally ask for this action in this way.
- Inspect destinations without following them. On a desktop, hover over a link and read the destination preview without clicking. Compare the destination with the organization named in the message and with the visible link text. On a touch device, use a clearly labeled safe preview if the app provides one; otherwise skip this step.
- Review provider warnings and authentication clues. Use the indicators your mail service displays, but treat them as evidence rather than a verdict. Headers can help an organization’s security team; they rarely let an ordinary recipient prove that a message is safe.
- Verify independently. If the request could be legitimate, open a new browser tab and use a saved bookmark or type an official address you obtained separately. Call a number printed on a card, bill, or statement, or contact a known person through an established channel.
- Report, then delete. Use the mail provider’s phishing control or your workplace procedure. Delete the message after it has been reported or appropriately preserved.
- Escalate immediately if you interacted. Credential entry, attachment opening, payment, or suspected account takeover changes the task from inspection to response.
Step 1: Preserve the message and create distance
Leave the message in place long enough to report it correctly. Do not reply to ask whether it is genuine; a reply confirms that your address is monitored and still uses the attacker’s channel. Do not call a number in the signature, scan a QR code, or use a “secure message” button supplied by the email.
If the message is on a phone, avoid tapping links while scrolling. Use the mail app’s selection or reporting controls rather than opening the message in a browser. If your employer has a “report phish” button, use that button instead of forwarding the email to coworkers.
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Step 2: Examine the sender and request in context
Check the actual address, not just the display name
Expand the sender details so you can see the complete address and domain. A familiar display name can be paired with an unrelated domain, a look-alike spelling, or a free mailbox. Also inspect the reply-to address if your app shows it; a different reply destination deserves extra caution.
Ask whether the request fits the relationship
- Were you expecting this conversation, invoice, delivery notice, password reset, or shared document?
- Would this organization normally ask for a password, one-time code, payment, gift card, or identity document by email?
- Does the message create a deadline, threat, or secretive instruction that discourages checking with anyone else?
- Is the amount, account, project, or recipient consistent with your records?
Scammers often impersonate familiar organizations and use urgent account or payment claims. Polished grammar, a professional logo, a signature block, and correct spelling do not authenticate a message. Treat them as presentation, not identity proof.
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Desktop procedure
- Move the pointer over the link without pressing the mouse button.
- Read the status-bar or pop-up destination that appears.
- Compare the full domain with the organization’s legitimate domain and with the text displayed in the message.
- Move the pointer away if the destination is unclear; do not click to “see where it goes.”
A mismatch between visible text and the destination is a warning, not an automatic verdict. A legitimate service may use a separate domain for a mail-delivery or authentication provider, while a malicious message can also copy a legitimate-looking address. Verify through an independent route before taking action.
Touch-screen procedure
Hovering is unavailable on many phones and tablets. Some apps offer a long-press preview, but the behavior varies and a long press can still activate a link or open a browser. Use only a clearly identified preview feature that does not navigate. If you cannot establish what the control will do, skip link inspection and verify the request outside the message.
What to look for in a destination
- A domain that has no relationship to the named organization.
- Extra words or misspellings inserted into a familiar brand or service name.
- A look-alike character, unusual top-level domain, or unrelated shortened link.
- A destination that asks for credentials immediately when the email claims to be a notification.
- A link whose visible text names one site but whose preview names another.
Step 4: Use provider indicators and headers carefully
Gmail indicators
Google’s Gmail guidance recommends checking whether the sender name and address match, whether the message is authenticated, where links lead, and what the headers show. Follow the app’s “show details” or equivalent control to view authentication information without activating any message link.
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Outlook indicators
Microsoft’s Outlook guidance explains that Outlook may mark a sender as unverified when authentication cannot identify the sender or the identity differs from the displayed From address. Microsoft also cautions that an authentication failure does not mean every message is malicious. An unfamiliar sender or a failed check should increase caution, not replace independent verification.
What headers can and cannot prove
Headers record routing and authentication results. They can help a security team determine whether a message passed controls such as sender-policy checks and where it traveled. They do not make a suspicious request trustworthy by themselves, and a normal-looking header does not prove that the requested payment or login is legitimate. For a personal account, capture the original message or use the provider’s report function rather than trying to interpret every technical field.
Step 5: Verify the request through a separate channel
Independence is the key test: the address, phone number, bookmark, or person you use must come from somewhere other than the suspicious email.
For a company, bank, retailer, or government service
- Open a new browser window or app.
- Use a saved favorite, a web address you already know, or an independently obtained official address.
- Sign in there and look for the same notice, order, case, or payment request.
- Use the organization’s published support number or the number printed on a physical card or statement.
Do not search for a phone number and automatically choose a sponsored or unfamiliar result; use a source you can independently validate. Never rely on the phone number, “support” link, or QR code inside the suspicious message.
For a message that appears to come from someone you know
Call them, send a new text, or use a previously established workplace or social channel. Do not reply to the email thread. If the request involves a change to bank details, payroll, a purchase, or a transfer, require confirmation through a second channel before acting.
Step 6: Report through the right route
| Situation | Action | Important qualification |
|---|---|---|
| Outlook or Outlook.com | Use Report > Report phishing when that control is available. | Interface labels can change; use your current provider’s phishing control. |
| Another mail client | Microsoft Support says to attach the original email to a new message addressed to phish@office365.microsoft.com. | Attach the original rather than forwarding it so message information can be examined. |
| U.S. consumer fraud report | Submit details at ReportFraud.ftc.gov. | This is a U.S. reporting channel; other countries use their local authority. |
| Anti-phishing mailbox | Forward the phishing email to reportphishing@apwg.org, as the FTC advises. | Follow your employer’s policy first for workplace messages. |
The FTC’s September 2024 advice, “Don’t take the bait on phishing scams,” also recommends reporting suspected phishing. Reporting helps providers and authorities identify campaigns; it does not make the message safe to open.
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After reporting or preserving the message according to policy, delete it and empty the trash only if your organization’s retention rules allow that.
How much weight to give each clue
| Evidence available without interaction | What it can tell you | Why it is not conclusive |
|---|---|---|
| Displayed sender name and full address | Whether the claimed identity aligns with the account and domain shown. | Addresses can be spoofed, compromised, or made to resemble a real one. |
| Message context and request | Whether timing, amount, urgency, and requested action fit your relationship. | A real event can be unexpected, and a scam can contain accurate personal details. |
| Link preview | Where the link would attempt to send you and whether visible text matches. | Redirects, legitimate service domains, and look-alikes can make interpretation difficult. |
| Provider warning or authentication status | Whether the service detected an identity or delivery anomaly. | A warning is not proof of malice, and a passing check is not proof of a safe request. |
| Full headers | Routing and authentication data that can support an organizational investigation. | They require context; ordinary recipients should not treat one field as a verdict. |
| Independent confirmation | Whether the claimed event exists in the organization’s real system or with the real person. | Confirmation is meaningful only when the contact route was obtained separately. |
Decide what to do after the inspection
- Clearly suspicious: Do not interact further. Report through the appropriate channel, preserve it if required, and delete it.
- Plausible but unverified: Leave the email untouched and confirm through an independent website, number, or person. Do not “test” it by clicking.
- Confirmed legitimate through an independent route: Continue from the independently opened site or verified conversation, not from the original link.
- Any interaction or possible compromise: Use the response steps below and notify the relevant security or financial institution promptly.
If you clicked, opened, replied, or submitted information
If you entered a password or one-time code
Use the legitimate service reached independently to change the password. Do not return to the email to reset it. Change the password anywhere else it was reused, enable multifactor authentication where available, and review recent sign-ins, recovery details, forwarding settings, and mailbox rules with the provider or your organization’s security team.
If you entered banking or payment information
Contact the bank, card issuer, or payment service using a number from a card, statement, or independently verified website. Ask what account protections, transaction monitoring, or replacement steps are appropriate. Do not wait for the email sender to respond.
If you exposed identity information
For U.S. consumers, the FTC directs people who exposed identity or financial information to IdentityTheft.gov for a recovery plan. Readers elsewhere should use their national identity-fraud authority.
If you opened an attachment or installed software
Stop using the affected device for sensitive activity and contact workplace IT or a qualified support team. Preserve the message and note what file was opened, when it happened, and what the device did afterward. Do not claim that merely opening every email causes infection; the specific risk highlighted by the FTC and Microsoft concerns unexpected links and attachments, and the correct response depends on the file and device.
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If the account or device belongs to work or school
Tell IT or security immediately, even if nothing obvious happened. They may need to revoke sessions, reset credentials, check mailbox rules, isolate a device, or notify other affected people.
Consumer self-check versus organizational response
An individual recipient should not attempt tenant-wide searches or delete messages for everyone. Those actions belong to an authorized response team with access to logs and retention controls.
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| Audience | Evidence and actions in scope | Next decision |
|---|---|---|
| Individual recipient | Visible sender and context, safe destination preview, provider warnings, independent confirmation, provider report. | Report and delete, verify independently, or escalate because interaction occurred. |
| Workplace or school IT/security | Original message and Message-ID, recipients and delivery status, opened/clicked/submitted-credential activity, sign-in and audit records, endpoint activity. | Remove messages, remediate accounts and sessions, block relevant indicators, contain endpoints, and recover with process improvements. |
Microsoft’s Phishing investigation playbook, updated May 31, 2026, describes that organizational workflow. It is a responder reference, not a checklist for an ordinary mailbox user.
What to tell your responder
- When the message arrived and which account received it.
- The sender address, subject, and any visible destination preview.
- Whether you clicked, opened, replied, entered credentials, approved a prompt, or supplied payment details.
- Which device and network you used and what happened afterward.
- Whether anyone else may have received the same message.
These facts let the response team scope recipients and interactions without requiring you to conduct a broader investigation yourself.
Common mistakes that defeat a no-click investigation
- Clicking to reveal the destination: Use a preview or skip the check; activation is not necessary.
- Calling the number in the email: Obtain a number from a card, statement, bookmark, or official site instead.
- Trusting a familiar logo or display name: Expand the address and evaluate the request in context.
- Assuming authentication means safe: Authentication describes sender identity or delivery checks, not whether the requested action is appropriate.
- Forwarding to coworkers for opinions: Use the provider’s report control or workplace process so headers and containment options are preserved.
- Deleting before reporting: Report or preserve it first when policy or investigation requires the original.
- Panicking after a mistake: Prompt password, session, device, and financial-account actions reduce harm more effectively than trying to continue inspecting the message.
Geography, dates, and changing interfaces
The FTC reporting routes in this guide are U.S.-oriented. Readers elsewhere should use their mail provider’s reporting control and their country’s consumer-protection or cybercrime authority. Provider labels and previews can change by app, device, account type, and software release, so follow the current wording shown in your client.
The FTC statistic cited here comes from its 2025 alert about contacts in 2024. The Microsoft organizational playbook was updated May 31, 2026. These dates matter because reporting channels and interface behavior can change; the underlying rule remains stable: do not let a suspicious message choose the path by which you verify it.
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