Skip to main content

Reporting a Suspicious Email

This article is for FHDA faculty and staff. Suspicious, scam, and phishing messages should be reported with the Proofpoint Phish button in Outlook, which forwards the message to the district's security team. Here's how to use the button on each platform and how to add it if you don't see it.

Only report the original message. Click Report Phish on a suspicious email you received directly. Do not click the button on a copy someone forwarded to you — the report has to come from the original recipient to be useful. If a colleague forwards you a suspicious email, ask them to report it themselves.

Report from browser Outlook

  1. Open the suspicious email.
  2. Click the blue P (Proofpoint for Outlook) at the top right of the message.
  3. Click Report Phish. You'll see a confirmation that the message was forwarded to the security team.

If you don't see the blue P, you can either enable it (next section) or report without it: open the email, click the three dots in the message, scroll to Proofpoint for Outlook, and click Report Phish.

Enable the button in browser Outlook

  1. Click the Settings wheel at the top right, then View all Outlook settings at the bottom.
  2. Make sure Mail is highlighted on the left, then click Customize actions.
  3. Check the box next to Proofpoint for Outlook.
  4. Click Save and close the window. The blue P now appears at the top right of each message.

The first time the reporting add-on is enabled, Outlook may notify you that a new add-on was added. That's normal — acknowledge the message and it won't appear again.

Report from desktop Outlook

Open the suspicious email and click the Report Phish button (the P under Security Actions) on the far right of the ribbon on the Home tab. You'll receive a confirmation from Proofpoint.

Add the button in desktop Outlook

  1. At the top of the window, click Get Add-ins.
  2. Make sure All is selected at the top left.
  3. Search for Proofpoint and click Add.
  4. Click My add-ins at the top left and confirm Proofpoint shows Added.
  5. Close the window. The Proofpoint button now appears at the top of your Outlook window.

Report from the Outlook mobile app

  1. In the Microsoft Outlook app (Android or iOS), open the suspicious email.
  2. Tap the three dots at the top of the message.
  3. Tap Report Phish. A confirmation appears when the message has been forwarded to the security team.

Get help

If the button doesn't appear after following these steps, submit a ticket at helpdesk.fhda.edu or call the ETS Call Center at (408) 864-8324 (x8324). Leave a callback number.