How to deal with malicious and unwanted emails

If you receive any malicious emails, do not worry! You’re most likely not in trouble, or even being specifically targeted. These are sent to many millions of people.

All incoming email is automatically scanned and assessed by Microsoft’s filtering systems. Based on this assessment, messages are delivered to your inbox, junk folder or quarantine. In high-risk cases (e.g. confirmed malware), messages may be silently blocked and not delivered at all. 

Despite these protections, some spam, phishing, or malicious emails may still reach your inbox. This guidance outlines how to identify these messages and what actions to take. 

Unwanted or Unsolicited Email (Spam) 

If a message is irrelevant, promotional, or from an unknown sender, it’s usually safe to delete. If it’s already in your Junk Email folder, no further action is required. 

Marking a Message as Junk 

If similar messages continue appearing in your inbox: 

  • Right-click the message. 
  • Select 'Report' > 'Report Junk' 

This helps improve Microsoft’s filtering accuracy and prevents future messages of a similar nature being delivered to your inbox. 

Subscribed Emails or Mailing Lists 

If you're receiving emails from services you have subscribed to (e.g. newsletters, forums, or academic alerts) but no longer wish to receive: 

  • Use the unsubscribe link in the email (only if the sender is trusted). 
  • Alternatively, disable notifications or close your account via the sender’s website. 

Do not click unsubscribe links in emails that look suspicious or are poorly formatted. 

Blocking a Sender 

To block a specific email address: 

  • Right-click the message. 
  • Choose 'Block' > 'Block Sender' 

This will prevent further emails from that address reaching your inbox. 

Phishing, Suspicious or Malicious Email 

If an email appears to be fraudulent, threatening, or contains suspicious links or attachments, do not interact with it. 

  • DO NOT OPEN ANY ATTACHMENTS
  • DO NOT CLICK ON ANY LINKS
  • DO NOT REPLY TO OR ENGAGE WITH THE SENDER

If you have clicked a link, opened an attachment or entered your credentials please contact IT Services immediately. Your account may need to be secured. 

Contact IT Services

Common Types of Malicious Email

Phishing

  • Messages designed to trick you into entering your university login details on a fake website.

Fraud

  • Messages impersonating someone senior (e.g. a Head of Department) requesting urgent actions such as purchasing gift cards.

Malware

  • Emails with attachments that, if opened, can install malicious software to steal credentials, encrypt files (ransomware), or access internal systems.

Threats, blackmail or extortion

  • Messages claiming to have compromising information and demanding cryptocurrency payment to withhold it.

Support and resources

IT Security guidance