Five quick questions to ask before you click, reply or pay.
Every working day, a few emails land in your inbox that make you pause. Is that invoice real? Did the boss really ask for that? It is a good instinct, and you do not need to be technical to act on it.
This is the check we use ourselves. It takes about a minute, and it works on emails, texts and messages too.
The bottom line
Slow down, look at who sent it, and be wary of anything rushed or unexpected. Hover over links before you click, be careful with attachments, and when in doubt, ring the sender on a number you already know. If you do click something by mistake, stay calm, tell someone and change your password. It is fixable.
The 5-point check
1. Look at the sender’s address, not just the name
The name on an email is easy to fake. The address behind it is harder.
Tap or hover over the name to see the full address. Does it match the person or company you expect? Watch for small differences, such as a letter swapped or an odd ending. An email from a supplier you know, sent from a free webmail address you have never seen before, deserves a second look.
2. Notice pressure, urgency and unusual requests
Messages that want you to act right now are worth pausing on. “Pay today.” “Reply immediately.” “Keep this confidential.”
Be especially careful with requests for payment, changed bank details, gift cards or passwords. A genuine request will still be genuine in ten minutes, so there is time to check.
3. Hover over links before you click
On a computer, rest your mouse over a link without clicking. The real destination appears at the bottom of the window. On a phone, press and hold the link to preview it.
If the address does not look like the company it claims to be, do not click. Go to their website by typing it in yourself, or use a bookmark.
4. Be careful with attachments
Only open attachments you were expecting. Be a little more careful with unexpected invoices, “voicemail” files, or documents that ask you to “enable editing” or “enable content”.
If you are unsure, ask the sender whether they meant to send it. A quick message costs nothing.
5. Ask: does this feel right? If unsure, ring them
This is the most useful check of all. If something feels off, trust that feeling.
Pick up the phone and call the person or company on a number you already have, such as one from your contacts or their website. Do not use a number from the email itself. Most of the time it will be fine. When it is not, you will be glad you asked.
What if you have already clicked?
It happens to careful people every day. The most helpful thing you can do is stay calm and act quickly. Here is what to do:
- Do not panic, and do not hide it. Telling someone straight away makes everything easier to sort out.
- Tell your manager or IT provider. If you are a Logic Edge client, call us on 02 5955 1230.
- Change your password. Use a new one for that account, and for any other account where you use the same password. Do it from a device you trust.
- Do not reply or click anything else in the message.
- Keep the email. Do not delete it. It helps whoever is helping you work out what happened.
- If you entered payment details or sent money, contact your bank as soon as you can.
Make it a team habit
The best protection is a team that feels comfortable saying, “Can you look at this email for me?” Make it normal to ask, and nobody has to feel silly for checking.
Good security is a mix of sensible habits and the right tools working quietly in the background. If you would like a hand with the tools, we are happy to help. Learn more about cyber security for small business.
Want a second pair of eyes on your setup?
We offer a free IT review. It is a friendly, plain-English look at your email, devices and backups, with no obligation. You are welcome to take our advice and use it with anyone you like.
Or call us on 02 5955 1230, Monday to Friday, 8am to 5pm.