Employee Guide: What to Expect with the New Phish Reporting Button

Welcome to your updated line of defense against email threats! Your IT and Security team has deployed the NINJIO Phish Reporting Button directly into your Outlook application.

This tool makes reporting suspicious emails effortless, helping protect both your personal inbox and our organization.

1. Where to Find the Button

The button is integrated seamlessly into your Outlook mail client:

• Outlook Desktop & Web (OWA): Look for your organization's custom-branded reporting button in your top action ribbon or message toolbar.

• New Experience: Clicking the button opens a clean Sidepane (Sidebar) right next to your email. You can even "pin" it open as you review multiple messages so you never lose your place!

  

• Outlook Mobile App (iOS & Android): When viewing an email on your mobile device, tap the message actions menu (or three dots) to access the reporting button, which displays a quick inline confirmation window.

2. How to Report an Email (Step-by-Step)

If you receive an unexpected email, a message asking for credentials, or an email with suspicious links or attachments, report it in three easy steps:

1. Select the Email: Highlight or open the suspicious message.

2. Click the Button: Click your company’s custom Phish Reporting icon.

3. Confirm Submission: A prompt will ask: "Would you like to report this email as a phishing attempt?" Click Report. A success message will appear to confirm your report was received.

3. What Happens After You Click Report?

Once you submit a report, automated workflows execute behind the scenes so you don't have to worry:

• Instant Workspace Cleanup: The reported email is immediately removed from your main inbox view and moved to your Deleted Items folder (or a designated security folder) so you don't accidentally click a dangerous link later.

• Automated Security Review: The message is automatically analyzed or sent to our internal Security Operations Center (SOC) team for inspection.

• Simulated Training Phish: If the email was part of an internal company training drill, the system instantly recognizes it, awards you credit for a "Passed Test," and intercepts it so it won't clutter our security team's queue.

• Safety Net (Restore to Inbox): If an email you reported turns out to be completely safe, don't worry! The system can automatically restore the message directly back to your main inbox.

• Feedback Notifications: You may receive an automated email confirmation acknowledging your report or letting you know the safety outcome.

4. Quick Tips for Success

• When in Doubt, Report: It is always better to report a suspicious email than to ignore it or click an unverified link.

• Use the Button, Don't Forward: Using the button preserves hidden forensic headers that security teams need to analyze the threat. Forwarding an email manually strips this vital data away.

• Browser Note: If using Outlook on the web, please ensure you are in a standard, authenticated browser window (Chrome or Edge). Add-in buttons cannot run inside Incognito or Private browsing sessions due to browser security rules.