Why is it important to report spam emails?
Spam emails can be a nuisance and sometimes contain harmful content or phishing attempts. Reporting them helps maintain a secure email environment for our company.
How can I report a spam email without opening it?
There are two ways to do this:
Method 1: Without Opening the Email
1- In your inbox, select the checkbox next to the suspicious email.
2- Click the "Report spam" exclamation (!) button at the top of the email window.
Method 2: Opening the Email
1- Click the email open- *Do NOT click on any links within the email
2-Take a Screenshot of the entire visible message including all the identifying information at the top.
3-Submit a Solutions Ticket so that we can document and notify all relevant parties in PLI and ESS by including your screenshot and any relevant comments.
4- Look for the "Mark as spam" folder option in the preview pane's toolbar.
What are some general email safety practices I should follow?
Here are some essential email safety practices:
1- Beware of Unknown Senders: Be cautious when opening emails from unknown senders, especially those requesting personal or sensitive information.
2- Verify Links: Before clicking links or downloading attachments, verify the sender's legitimacy and the email's content. Many cybercriminals spoof the names of senders to make it look like they’re coming from a trusted source, when in reality, they’re not.
Scrutinize the domain name of the email sender for spelling accuracy.
Hover over links (without clicking) to preview their destination URLs.
Ex 2:
Ex 3:
Ex 4:
3- Verify Attachments: Before clicking links or downloading attachments, verify the sender's legitimacy and the email's content
Some email attachments that are considered generally safe to open are:
- .JPEG
- .JPG
- .PNG
- .GIF
- .TIF
- .TIFF
- .MPEG
- .MPG
- .MP3
- .MP4
- .WAV
- .MOV
While these types of attachments are considered safe, we still recommend being cautious about clicking them, particularly when they’re unsolicited or from an unknown sender.
Some email attachments that are considered much less safe to open include:
- .EXE
- .DOC
- .DOCX
- .XLS
- .XLSX
- .PPT
- .DMG
- .ZIP
- .RAR
- .HTML
Before deciding to click on these types of attachments, we recommend taking precautions such as using antivirus software and confirming the sender. If it’s a file from a sender you were expecting, there’s most likely nothing to worry about.
3- Use Strong Passwords: Password security starts with creating a strong password. A strong password is:
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At least 12 characters long but 14 or more is better.
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A combination of uppercase letters, lowercase letters, numbers, and symbols.
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Not a word that can be found in a dictionary or the name of a person, character, product, or organization.
- Not the birthday of anyone in your family
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Significantly different from your previous passwords.
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Easy for you to remember but difficult for others to guess. Consider using a memorable phrase like "6MonkeysRLooking^" or "38TromBones#%"
Why should I mark spam emails instead of just deleting them?
Marking emails as spam not only moves them to your spam folder but also alerts our Google Admin Team to investigate further. It helps improve the email system's spam filter and enhances security for everyone.
How can I help with email security issues?
Remember that safeguarding PLI's digital environment is a collective effort. Your prompt reporting and adherence to email safety practices contribute to a secure online community.
Thank you for your cooperation and dedication to maintaining a secure email environment.