Spot & Report Phishing in Microsoft Teams

Phishing messages in Microsoft Teams can look convincing, but they usually share telltale signs. This guide shows you how to recognize a suspicious message and report it to Microsoft so your organization stays protected. You only need your Teams app and the message in question.

What You’ll Need

• Access to Microsoft Teams (desktop, web, or mobile app)
• The suspicious message still visible in your chat or channel
• Permission to report messages (your IT admin may restrict this, but most users have it)

Step-by-Step

1. Hover over the suspicious message in a chat or channel. You’ll see a row of icons appear to the right of the message.
2. Click the ellipsis (…) icon to open the message actions menu. On mobile, tap and hold the message to see the same options.
3. Select “More actions” if the menu doesn’t show all options, then look for “Report a concern” or “Report message” (the exact wording depends on your Teams version).
4. Choose the reason from the dropdown. For phishing, select “Security risk – Phishing” or similar wording like “Suspicious activity.”
5. Add optional details if the dialog allows it. Mention what makes you think it’s phishing (e.g., urgent language, fake link, request for credentials).
6. Click “Report” to submit. Microsoft reviews the report and may take action, though you won’t usually get a direct reply.
7. Do not click any links in the message, download attachments, or reply to the sender. If you already did, notify your IT department immediately.
8. If you’re unsure whether a message is phishing, report it anyway – false positives are better than a security breach.

Common Mistakes

• Clicking a link to “check” it. Even hovering is risky if the link preview loads external content. Instead, right-click and copy the link, then paste it into a text editor to inspect the domain.
• Replying to ask if it’s real. Phishers often monitor replies. Use a separate channel (like email or phone) to verify with the supposed sender.
• Deleting the message before reporting. Once deleted, you can’t report it, and evidence is lost. Report first, then delete if needed.
• Only reporting to your manager. Your manager isn’t the security team. Always use the built-in report tool so Microsoft can block the sender globally.
• Ignoring messages from external tenants. Teams shows “External” or “Guest” tags, but phishers can spoof names. Always verify the full email address.

Tips

• Check the sender’s full email by hovering over their name. Look for misspellings like “microsooft.com” or “contoso-support.net”.
• Look for urgency. Phishing messages often demand immediate action: “Your account will be suspended,” “Verify now,” etc.
• Watch for generic greetings like “Dear user” instead of your name.
• Hover over links without clicking to see the actual URL. If it doesn’t match the displayed text, it’s likely phishing.
• Set up your security defaults in Teams settings to block external messages if your IT allows it.
• Educate your team by sharing this guide – phishing often spreads through compromised accounts.

Troubleshooting

“Report a concern” is grayed out or missing. Your IT admin may have disabled reporting. In that case, forward the message to your IT helpdesk or security team via email, and include a screenshot.

The report fails with an error. Try again after a few minutes. If it persists, take a screenshot of the message and the error, then contact IT.

You accidentally clicked a link. Close the browser tab immediately. Do not enter any credentials. Run a scan with your antivirus software and change your password from a different device.

The message disappears before you can report it. This can happen if the sender deletes it. If you have the sender’s name, report them directly to your IT with a screenshot if you took one.

You’re on mobile and can’t find the report option. Tap and hold the message, then look for “More actions” or the three-dot menu. If it’s not there, use the Teams web app on a computer.

Frequently Asked Questions

Q: What happens after I report a message in Teams?
A: Microsoft reviews the report. If confirmed as phishing, they may block the sender and remove the message. You won’t usually get a notification of the outcome.

Q: Can I report a message from someone outside my organization?
A: Yes, external messages can be reported the same way. In fact, these are more likely to be phishing, so report them promptly.

Q: Is reporting a message anonymous?
A: Your report is sent to Microsoft and your IT admin may see that you reported it, but the sender won’t know who reported them.

Q: What if I accidentally reported a legitimate message?
A: It’s not a problem. Microsoft will review it and take no action if it’s safe. You can also notify your IT to be safe.

Q: Can I block the sender instead of reporting?
A: Blocking stops messages from that person, but it doesn’t alert Microsoft. Always report first, then block if you want.

Q: Does reporting work in private channels?
A: Yes, you can report messages in private channels and direct chats as long as you have the “Report” option available.

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