Phishing scams are one of the most common and dangerous cybersecurity threats facing businesses today. They’re cheap to send, easy to fall for, and can lead to serious consequences; like stolen passwords, financial loss, or even ransomware attacks.
Cybercriminals don’t need to hack into your systems to get in. All it takes is one employee clicking a malicious link in a convincing-looking email, and suddenly your entire network could be compromised.
In this post, we’ll show you how to spot a phishing scam before it causes damage. We’ll break down the red flags in emails, explain some of the trickier scams that use attachments like Word or Excel documents, and help your team build better habits to stay safe.
What is a Phishing Scam?
A phishing scam is a fake message like an email, but it could also come through a text, social media DM, or even a calendar invite that tries to trick you into clicking a link, opening an infected attachment, or handing over sensitive information.
These messages are designed to look like they come from trusted sources: Microsoft, Google, your bank, a vendor you work with, or even your own coworkers.
Phishing attacks come in different flavors:
- Credential phishing (stealing your username and password)
- Business email compromise (posing as an executive to wire money)
- Attachment-based phishing (tricking you into downloading malware)
- Link-in-document phishing (more on this below)
Let’s look at how you can spot these traps.
How to Tell If an Email Is a Phishing Scam
Phishing emails can look very convincing at a glance. But if you slow down and know what to look for, most of them fall apart quickly.
1. The Sender’s Email Address Is Suspicious
Look beyond the display name. A phishing email might say it’s from “Microsoft Support,” but the actual sender address is something like:
Always check the domain. If it doesn’t match the real organization’s domain (like @microsoft.com or @bankofamerica.com), be suspicious.
2. The Message Tries to Create Panic or Urgency
Phishing relies on emotion to get you to act without thinking. Look out for lines like:
- “Your account will be suspended in 24 hours.”
- “You have a secure document waiting—log in now.”
- “Unusual login detected—confirm your identity.”
If the message is trying to get you to panic, slow down.
3. The Link Goes Somewhere Unexpected
Always hover over links before clicking. On desktop, hovering your mouse over a link will show you the destination in the bottom corner of your browser or email client.
If the URL is a weird-looking domain (like bit.ly, drive-secure.xyz, or googledocs.io-files.net), don’t click it.
Legitimate companies rarely use link shorteners in important emails. Be extra careful with URLs that use “lookalike” spellings (e.g., g00gle.com).
4. Poor Grammar or Typos
While not always present, many phishing emails have odd phrasing or grammar issues. That’s because many are sent from foreign operators or generated quickly using AI tools.
Watch out for:
- Capitalization mistakes
- Broken English
- Missing or fake signatures
Even if the branding looks professional, the writing style can reveal the scam.
5. Unexpected Attachments or Requests
If you weren’t expecting a file, don’t open it. Especially if the sender is supposedly someone you know, but the message is vague—like “Please review attached” or “Urgent—see this invoice.”
If you’re not sure, call or text the sender using a known number (not one from the email).
The Sneaky Ones: When the Link Is in the Attachment
Most people know not to click suspicious links in emails. But attackers are getting more creative. One method that’s gaining popularity is putting the malicious link inside a document—like a Word, Excel, or Canva file—attached to an email that seems legitimate.
There’s not a specific “mainstream” term for this technique, but in the cybersecurity world, it’s often referred to as “embedded phishing”, “attachment-based phishing”, or more specifically, “link-in-document phishing.”
Here’s how it typically works:
Scenario 1: The Word Document Trap
You receive an email that says something like:
“Please see the attached proposal. Let me know if you have any questions.”
The attached .docx file opens normally, and within the document is a link—perhaps a blue hyperlinked sentence that says:
“Click here to view the full document online.”
The link takes you to a fake login page that looks like Microsoft 365. If you enter your credentials, they’re stolen instantly.
Scenario 2: The Excel File with a “Macro”
An Excel attachment arrives claiming to be a “Payroll update” or “Invoice.” When you open it, you see a warning at the top asking you to “Enable Content” or “Enable Macros.”
That’s a major red flag. Enabling macros allows the attacker to run code on your machine—possibly installing malware or ransomware in the background.
Unless you know exactly what you’re doing, never enable macros from an unverified file.
Scenario 3: Canva or Google Docs Sharing Links
Sometimes the email doesn’t even contain a direct phishing link or attachment. Instead, it links to a Google Doc, Canva design, or Dropbox file.
Once opened, the document includes a link to a malicious site, or worse—an impersonated login screen.
These types of scams bypass many email filters, because the email itself doesn’t have a dangerous link or file—just a link to a shared document hosted on a legitimate platform.
How to Protect Your Team From Phishing Scams
Phishing is a people problem first. You can have the best antivirus software in the world, but if someone clicks a bad link, all bets are off.
Here’s what we recommend for protecting your business:
1. Use a Good Email Security Filter
Many phishing emails can be stopped before they ever hit the inbox. Use a business-grade email security solution with link scanning, sandboxing, and impersonation protection.
Microsoft Defender for Office 365 and Proofpoint are two strong options.
2. Train Your Staff
Regular security awareness training makes a huge difference. Teach employees how to spot scams, and run phishing simulations so they get practice identifying real-world scenarios.
This should be ongoing — not just a once-a-year video.
3. Use Multi-Factor Authentication (MFA) Everywhere
Even if someone’s credentials are stolen, MFA can stop the attacker from logging in.
Make sure all critical systems—email, VPN, remote desktop, cloud apps—require MFA.
4. Block Macros from the Internet
Configure your systems to block macros in files downloaded from the web. Microsoft 365 has this feature built-in now, and it’s a smart move to prevent macro-based attacks.
5. Limit Document Sharing and Preview Options
If your team uses tools like Canva, Google Docs, or Dropbox, be cautious about shared links.
Use internal sharing settings when possible. Avoid “Anyone with the link” permissions unless absolutely necessary.
Final Thoughts
Phishing attacks aren’t going away. If anything, they’re getting more creative, more realistic, and more targeted—especially at small and mid-sized businesses.
That’s why spotting the signs of phishing is a critical skill for every employee, from the front desk to the CEO. A little hesitation can prevent a lot of damage.
At Urban IT, we help businesses across the Conejo Valley and Los Angeles areas stay protected with email security, employee training, and real-time phishing defense. If you want to tighten your security and keep your business one step ahead, reach out to us today.
Need help securing your business from phishing attacks?
Contact Urban IT for a quick security audit or employee training options.