Email Safety Best Practices: How to Spot Phishing and Malicious Attachments

Despite the rise of collaboration tools like Slack, Teams, and WhatsApp, email continues to dominate professional communication. Unfortunately, it also dominates in one more area: cyberattacks. According to Proofpoint’s 2024 State of the Phish report, 84% of organizations experienced at least one successful email-based phishing attack last year.

Attackers rely on email because it’s familiar, widely used, and easy to exploit with social engineering. Every inbox is a potential gateway into sensitive data, payroll systems, or customer accounts.

That’s why understanding email safety isn’t optional anymore. It’s a must-have skill for every employee, whether you work in HR, finance, healthcare, sales, or IT.

This blog will cover:

• Why email threats are so effective
• Real-world examples of dangerous emails
• Practical steps to protect yourself
• A checklist for safer inbox habits

Why Cybercriminals Love Email Attacks

Cybercriminals choose email because it combines three powerful elements:

1. Trust: Emails appear personal and professional. A fake “invoice” from a vendor looks believable.
2. Speed: Attackers can reach thousands of inboxes instantly.
3. Human Error: No matter how strong a company’s firewalls are, one employee mistake can open the door.

The Cost of a Click

Consider these real-world outcomes of careless email clicks:

• A US city government lost over $600,000 after an employee fell for a fake wire transfer request.
• A hospital faced weeks of downtime after ransomware entered through a single malicious attachment.
• Countless small businesses have suffered stolen credentials, drained bank accounts, and lost client trust.

The pattern is clear: the inbox is often the first battleground.

Types of Dangerous Emails You Might See

Attackers don’t just rely on one trick. Here are the most common dangerous email types:

Phishing Emails

• Aim: Steal usernames, passwords, or financial details.
• Example: An “IT Support” message asking you to reset your password via a fake link.

Business Email Compromise (BEC)

• Aim: Impersonate executives or vendors to request payments.
• Example: “Please process this urgent invoice by EOD.”

Malicious Attachments

• Aim: Deliver malware to your device.
• Example: “Your resume review is attached.” File hides ransomware.

Email Spoofing

• Aim: Make you think the message is from someone you trust.
• Example: A spoofed “CEO” email urging urgent wire transfers.

Scam Emails

• Aim: Trick victims into paying fake fees or sharing personal details.
• Example: Lottery winnings, fake job offers, or investment schemes.

The Hidden Dangers of Attachments

Attachments are especially dangerous because they feel normal in workplace communication. But a single attachment can contain destructive code.

Risky file types include:

• .exe / .bat: Directly run malicious programs.
• .docm / .xlsm: Macro-enabled Office files that execute scripts.
• .zip / .rar: Compressed files that hide malware.
• PDFs with embedded links/scripts: Appear harmless but can exploit vulnerabilities.

Rule of thumb: If you weren’t expecting it, don’t open it.

Top Warning Signs of a Suspicious Email

Not every dangerous email is obvious. Some are nearly flawless imitations. That’s why spotting red flags is critical.

• Sender address mismatch: Look closely at the email domain.
• Unusual tone or urgency: “Act now!” or “Immediate action required!”
• Unexpected attachments or links: Even from colleagues, their accounts might be hacked.
• Poor grammar or spelling mistakes: A classic phishing giveaway.
• Link destination doesn’t match text: Hover before you click.

Practical Steps to Protect Yourself

Spotting risky emails isn’t about paranoia — it’s about building smart habits. Here are practical steps every employee can use daily:

1. Pause before reacting. Attackers count on urgency.
2. Hover, don’t click. Check where a link really goes.
3. Verify out-of-band. Confirm unusual requests via phone or a known channel.
4. Report suspicious emails. Don’t delete them quietly; IT needs to know.
5. Use multi-factor authentication. Even if your password is stolen, MFA adds a layer of protection.
6. Keep systems updated. Many email threats exploit outdated software.

Email Safety Checklist for Employees

Here’s a quick checklist you can use daily:

• Double-check sender addresses

• Don’t open attachments unless you expected them

• Hover over links to preview destinations

• Be cautious of urgent or emotional messages

• Report suspicious emails immediately

• Keep your antivirus active and updated

• Never forward suspicious emails to colleagues

Why Awareness Training Is Essential

Technology alone can’t solve the email problem. Firewalls, spam filters, and antivirus tools reduce risk, but human error remains the weakest link.

That’s why employee training is so critical:

• It helps staff recognize realistic phishing attempts.
• It teaches safe behaviors that become second nature.
• It prepares employees to respond quickly when something feels “off.”

Organizations that invest in awareness training report up to 70% fewer successful phishing attacks, according to industry research.