Don't Take the Bait: How to Spot Phishing Emails Before They Strike

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Whether you're managing sensitive patient records or handling student data, your inbox is a critical front line for cybersecurity. Cybercriminals know the easiest way to bypass our defences isn't by hacking a firewall—it’s by tricking you.

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Phishing remains our #1 security threat. These deceptive messages mimic trusted sources—like colleagues or IT administrators—to steal credentials or plant malware.

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The best defence? Simply slowing down. Here are the biggest red flags to watch for:

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• A False Sense of Urgency: Phishing emails often try to induce panic. If an email claims your account will be deleted in 24 hours, or demands an immediate wire transfer for "urgent school supplies," take a breath. Attackers want you to act before you think.
• Mismatched Sender Addresses: The display name might say "Superintendent" or "Clinic Director," but what does the actual email address say? Always expand the sender details. If an official work email is coming from a random @gmail.com account or a misspelled domain (like @kinu-update.com instead of @kinu.ca), it’s a scam.
• Suspicious Links: Never click a link without hovering over it first. If an email asks you to log into your Microsoft 365 or Google account to view a "secure health document," hover your mouse over the button. If the web address that pops up looks like a random string of letters or an unfamiliar website, do not click it.
• Unexpected Attachments: Be incredibly wary of surprise invoices, shipping documents, or "student disciplinary records" attached as ZIP files or obscure document types.

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Ultimately, cybersecurity is a team effort. If an email feels even slightly off, trust your gut. It is always better to call the supposed sender to verify or forward the message to our network team rather than clicking a link you aren't sure about. Taking just ten extra seconds to verify an email can save our entire network from a major headache.

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