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Outlook 365 Email Security

Creation date: 7/16/2024 2:37 PM    Updated: 8/8/2024 1:35 PM    email external knowbe4 label outlook pab phishing tag
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The 'new' External label:

The External tag serves as a visual reminder this email isn't from one of our employees.  This is an included feature of Outlook 365 to increase awareness of email cybersecurity. Emails from outside our organization should merit closer examination before clicking links or responding to requests.

The additional warning that is displayed when you view the email is also there to increase your awareness of the origins of the email.  Many phishing attacks will use familiar names of staff members or management in an attempt to influence you to follow through on the requests in the email.   While these "Spoofed" emails can appear legitimate, with the correct reply-to address, the actual sending information in the email header is not.  Official Pioneer emails should only come from our pioneerlibrarysystem.org domain. 

The following link has a short 2 minute video with great tips on how to identify a phishing attempt.

Here are a few quick things you can do to protect Pioneer from Phishing attacks.


  1. Turn off sender images prevents tracking of email addresses.  When this is turned on, the images are downloaded from wherever they are housed.  This will be logged and can be used to verify that your email address is valid.  That can lead to more emails, both spam and phishing attempts.   Bad actors can also obtain IP information of the devices used to download the images.  Some image formats can also exploit data and allow the installation of malware on the device that opens the image.|

  2. Hiding the reading pane is also a way to prevent unwanted emails from automatically loading.  When the reading pane is on, in combination with automatic downloading of images, there is no way to prevent anything that is designed to attack when the email loaded from doing so.  The same goes for the last option of viewing behavior.  Returning to the message list skips the automatic loading of another mail.


KnowBe4 Phishing Alert Button




If you view an email and you suspect it of being a phishing attempt, you can report it with the KnowBe4 Phishing Alert Button (PAB).  When you click the button, you will get the report pane:

Simply click the Phish Alert button at the bottom and it will report the email to KnowBe4 and Pioneer Technology, then delete the email from your inbox.

All of these tools help Pioneer maintain the safety of Pioneer Library System's patron, staff, and system data.  Tools are only useful if they are used.
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