How to Spot Phishing Emails

91% of cyber attacks start with a phishing email. Learning to recognize these deceptive messages is one of the most important things you can do to protect yourself and your business. Despite advances in email security technology, phishing remains the number one method cybercriminals use to breach small businesses because it targets the one vulnerability that cannot be fully patched: human judgment.

What is Phishing?

Phishing is a type of social engineering where attackers send fraudulent emails designed to trick you into revealing sensitive information, clicking malicious links, or downloading malware. The emails are designed to look like they come from legitimate sources—your bank, Microsoft, Amazon, or even your boss.

These attacks have become increasingly sophisticated over the years. Early phishing emails were easy to spot with obvious misspellings and suspicious formatting. Today, attackers create pixel-perfect replicas of legitimate emails from trusted companies, complete with correct logos, formatting, and even personalized details pulled from social media profiles and company websites.

Why Phishing Works

Phishing exploits human psychology, not technical vulnerabilities. Attackers use:

• Urgency — "Your account will be closed in 24 hours!"
• Fear — "Unusual sign-in detected on your account"
• Authority — "Message from the CEO" or "IT Department"
• Curiosity — "You have a package waiting" or "See who viewed your profile"
• Greed — "You've won!" or "Unclaimed refund"

Red Flags to Watch For

Train yourself and your employees to spot these warning signs:

Check the Sender Address

Hover over the sender's name to see the actual email address. Phishing emails often use addresses like "[email protected]" or "[email protected]" that look legitimate at first glance but aren't from the real company.

Look for Spelling and Grammar Errors

Many phishing emails originate overseas and contain awkward phrasing or spelling mistakes that legitimate companies wouldn't make. However, AI is making phishing emails more sophisticated, so don't rely on this alone.

Hover Before You Click

Before clicking any link, hover over it to see where it actually goes. The displayed text might say "www.paypal.com" but the actual link goes somewhere completely different.

Be Suspicious of Attachments

Unexpected attachments, especially .zip files, Office documents asking you to "enable macros," or executable files (.exe, .scr, .bat) are major red flags. Even PDFs can contain malware.

Generic Greetings

Legitimate companies usually address you by name. "Dear Customer" or "Dear User" often indicates a mass phishing campaign sent to thousands of people.

Types of Phishing Attacks

Spear Phishing

Targeted attacks using personal information gathered from LinkedIn, company websites, or social media. These are harder to detect because they reference real details about you or your company.

Business Email Compromise (BEC)

Attackers compromise or impersonate a business email account to request wire transfers, W-2 information, or other sensitive data. This cost businesses $2.7 billion in 2022 alone. Bergen County businesses are frequent targets of BEC attacks because of the high concentration of professional services firms that regularly process payments and handle sensitive client information.

Smishing and Vishing

Phishing via text message (smishing) or voice call (vishing). The same principles apply—verify independently before providing any information.

What to Do If You Receive a Suspicious Email

1. Don't click anything — No links, no attachments, no images
2. Verify independently — If it claims to be from your bank, call the number on your card, not the one in the email
3. Report it — Forward to your IT department or report as phishing in your email client
4. Delete it — Once reported, delete the email

What to Do If You Clicked

If you accidentally clicked a link or opened an attachment:

1. Disconnect from the network immediately
2. Contact your IT support right away
3. Change your passwords from a known-safe device
4. Monitor your accounts for suspicious activity
5. Run a full antivirus scan

AI-Powered Phishing: The New Threat

Phishing emails are getting harder to spot. Attackers now use artificial intelligence to generate convincing emails that are free of spelling errors, use natural language, and mimic the writing style of real senders. AI-generated phishing emails can reference actual projects, use correct company terminology, and even adapt their tone based on publicly available information about the target.

This means that the old advice to look for spelling mistakes and awkward grammar is no longer enough on its own. Your team needs to develop a habit of verifying unexpected requests through a separate communication channel, regardless of how legitimate the email appears. If your boss emails asking you to urgently purchase gift cards, call them on the phone to confirm before acting.

Building a Phishing-Resistant Culture

The most effective defense against phishing is a company culture where employees feel empowered to question and report suspicious communications. Here is how to build that culture in your Bergen County business:

• Make reporting easy — Add a "Report Phishing" button to your email client so employees can flag suspicious messages with one click
• Reward reporting — Recognize employees who catch and report phishing attempts, even simulated ones. Positive reinforcement is more effective than punishment.
• Lead from the top — When business owners and managers actively participate in security training, employees take it more seriously
• Share real examples — Regularly share anonymized examples of phishing emails that targeted your company or industry so employees can see what real threats look like
• Conduct regular simulations — Monthly phishing simulations keep awareness high and help identify employees who need additional training

Protecting Your Business

Technical controls can catch many phishing attempts before they reach employees:

• Email filtering — Advanced filters that scan for malicious links and attachments
• Security awareness training — Regular training with simulated phishing tests
• Multi-factor authentication — Even if credentials are stolen, attackers can't access accounts
• DMARC/SPF/DKIM — Email authentication to prevent spoofing of your domain

No single layer of defense is enough. The most effective approach combines technology, training, and clear procedures. Bergen Computer Solutions helps businesses across Bergen County implement layered phishing defenses that dramatically reduce the risk of a successful attack. From advanced email filtering and MFA deployment to ongoing security awareness training with simulated phishing campaigns, we provide the tools and expertise your team needs to stay safe.