⚠️ Important ⚠️
If you receive a suspicious email that looks like it came from a company / Contact that you
know and trust, report and forward the "spoofed" email message to IT.
This guide is all about Junk, Spam and Phishing emails.
It also cover how to deal with unwanted emails and some tips on how to spot suspicious
or fraudulent emails.
Guide Contents
1.0 - Mark an email as Junk or Not Junk
1.1 - Mark an email as Junk or Not Junk on Mac Mail
1.2 - Mark an email as Junk or Not Junk on Outlook for Mac and PC
1.3 - Mark an email as Junk or Not Junk in a web browser (Chrome/Safari/Edge)
1.4 - Mark an email as Junk or Not Junk on your iPhone in iOS Mail app
2. How to spot a Phishing email
3. Help! Legitimate Emails are still going into Junk
Ingredients (You Will Need)
- Your MacBook or PC
- Your iPhone or Android phone
- Your email account and password
Cooking Time (Time to complete): 3-5 minutes
1.0 - Mark an email as Junk or Not Junk
Received a suspicious or unwanted email? You can stop further messages from arriving in your mailbox by marking them as Junk. Or if emails are incorrectly going into Junk, you can move them back to your inbox. Read below for your relevant platform.
1.1 - Mark an email as Junk or Not Junk on Mac Mail 
1.1.0 - In the Mail app on your Mac, select a message.
1.1.1 - Click the Junk button in the Mail toolbar. Mail moves the message to the Junk mailbox.
1.1.2 - If Mail incorrectly marked the message as junk. In the Junk folder, click the Not Junk button in the Mail toolbar. Mail moves the message to your inbox.
1.2 - Mark an email as Junk or Not Junk on Outlook for Mac and PC 
1.2.1 - To mark a message as Junk in Outlook for Mac. Open the message or messages you wish to classify as Junk.
1.2.2 - Then, on the Home tab, click Junk, and then click Junk or Mark as Junk
(The message is moved to the Junk email folder for that account, and it is also assigned to the junk category)
1.2.3 - Alternatively, to mark a message as Not Junk. In the message list in your Junk Folder, select the message or messages you wish to classify as Not Junk
1.2.4 - In the Home tab, click Junk, and then click Not Junk or Mark as Not Junk.
1.3 - Mark an email as Junk or Not Junk in a web browser (Chrome/Safari/Edge)
If you're opening your emails in web browser at mail.yourcompanyname.com then you can still mark emails as Junk or Not Junk. The process is different depending on which mail platform your company uses. It will be either Google or Microsoft, if you're not sure. Visit mail.yourcompanyname.com and you'll either see a Google sign-in window or Microsoft window.
1.3.1 - In a web browser - Microsoft
1.3.2 - Select the messages you want to mark as junk.
1.3.3 - At the top of the screen, select Junk > Junk (or Spam > Spam) to move the message to your Junk or Spam folder.
1.3.4 - In a web browser - Google
1.3.5 - Visit mail.yourcompanyname.com. Select the message you wish to mark as Spam
1.3.6 - Then click the "Move To" button from the menu bar. Then from the drop-down menu, click Spam
1.3.7 - If Google is incorrectly marking some as Spam. Open the Spam folder from along the option on the left.
1.3.8 - Find the message and manually mark it as Not Junk.
1.4 - Mark an email as Junk or Not Junk on your iPhone in iOS Mail app
1.4.1 - On your iPhone, open the Mail app
1.4.2 - To mark an email as Junk. Open the email, then tap the reply arrow icon.
1.4.3 - Then tap Move to Junk from the options listed. You may need to swipe down to see the option.
1.4.4 - To mark an email as Not Junk. On your iPhone, open Mail app
1.4.5 - Then tap the Junk folder. Then open the email in question.
1.4.6 - Tap the reply arrow icon, then from the list of options, tap Move to Inbox
1.5 - Mark an email as Junk or Not Junk on your iPhone in iOS Outlook app
1.5.1 - On your iPhone, open the Outlook app
1.5.2 - To mark an email as Junk, tap the email, then tap the ellipses button. Then Report Junk
1.5.3 - To mark an email as Not Junk, open the email in your Junk folder.
1.5.4 - Then tap the ellipses button, then choose Not Junk
2. How to Spot a Phishing Email
There's a few ways to often spot suspicious or fraudulent emails. You were correct in your assumptions I'll expect.
2.1 - Always check the sender
Often what looks like a known sender is in fact a spoofer email: someone impersonating a genuine email account.
2.2 - Spelling and grammar.
Are the words spelled correctly? Does the language used make sense? The poor syntax and the unusual language would flag up a suspicious email.
2.3 - Is the business or domain known to you?
Does it seem plausible that they would be messaging you in this way?
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Have they ever contacted you in this way before?
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If you have a relationship with the apparent sender, contact them directly via another means to double check the request or communication.
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It's highly unlikely that a business will demand money or payment details via a poorly written email. Always check with them first before clicking any links or entering any company or personal information.
3. I need help! Legitimate Emails are still going into Junk
In some cases you might find that emails from a certain sender, always end up in Junk and you may ask for help. From an IT perspective, we try our best to balance security and usability.
IT have what's called a 'softfail' policy in place, so an email message or sender identified as having security issues isn't refused by the mail server, but it is marked as junk for manual review by the recipient.
If someone reports an issue with email junking from suppliers, we look into the issue on a case by case basis and advise accordingly. We double-check things, as sometimes the junk filtering system is wrong.
If we find a legitimate security issue there are two options...
1. Continue to check junk folders
2. Feedback the security issue to the sender
While a sender may be a legitimate supplier, IT has identified it as having a security problem. A lack of sender email security invites potential issues at any time in the future, including spoofing, whereby someone poses as a sender they are not. The security status of a sender can change over time, both for the better or for the worse.
Having the junk filter in place allows our email server to respond with the appropriate action. If the sender security improves the mail server should then stop junking their messages. The system can't function as designed to protect us if we permanently authorise a sending email domain with known security issues.
An example would be that upon investigating, we identified that the domain that is Junking, doesn't have an SPF security record added to the domain. A domain SPF record provides a means for mail servers to verify the identity of the sender. Without this it's possible that emails could be fraudulently sent from that address.
Your mail server has deemed the senders email message as a potential security risk and filed it into your Junk folder for manual review. Mail servers such as Google or Microsoft uses a number of factors to decide the risk of an email and their junk rules are subject to change over time and are not published to avoid scammers seeing them.
Our recommendation is to contact the sender and let them know of the security issue. Until this security issue is rectified this senders emails will likely appear in junk and sometimes not, as their security posture may change for the better or worse over time.