Using Gmail Filters to Reduce the Risk of Phishing Emails

  Phishing emails constantly threaten educators and school staff as cybercriminals grow more creative in their attempts to steal sensitive information. While tools like spam detection and built-in security features offer a first line of defense, you can take additional steps to protect your inbox. One effective method is using Gmail filters to automatically sort, label, or even delete suspicious messages before you’re tempted to click.

In this post, we’ll show you how to set up and manage Gmail filters to help reduce your risk of falling for phishing scams.

---

Why Use Gmail Filters for Phishing Defense?

Gmail’s filtering system allows you to create custom rules for incoming emails. By setting up filters, you can:

1. Identify High-Risk Messages: Automatically flag emails from unknown senders, suspicious domains, or those containing certain trigger words.
2. Reduce Inbox Clutter: Move questionable emails into separate folders so you can review them later without exposing yourself to risk in your primary inbox.
3. Prevent Accidental Clicks: Keep malicious-looking links and attachments out of sight, lowering the chance of a hasty mistake.

---

Steps to Create a Gmail Filter

Setting up a Gmail filter is quick and straightforward. Follow these steps to create a basic phishing-related filter:

1. Open Gmail Settings: Click the gear icon in the top-right corner of your Gmail page, then select “See all settings.”

2. Go to the Filters and Blocked Addresses Tab: You can manage or create new filters.

3. Click ‘Create a New Filter’: A pop-up window will appear where you can specify conditions for your filter.

4. Add Conditions:

   • From: Add suspicious domains or addresses you’ve identified in past phishing attempts. For example, if you’ve noticed repeated attacks from “@example-phish.com,” add it here.
   • Subject: Include keywords often found in phishing emails, like “urgent,” “account verification,” or “password reset.”
   • Has the words: Consider adding common phishing phrases. Just be careful to avoid overly generic terms that might catch legitimate emails.

5. Test the Filter: Once you’ve specified the conditions, click “Search” to see what emails would be filtered. This helps ensure your filter doesn’t unintentionally catch important messages.

6. Choose an Action: If you’re confident in the conditions, decide what Gmail should do when it finds a match. Options include:

   • Skip Inbox (Archive it): Keep suspicious emails from your main view.
   • Apply a Label: Assign a label like “Suspicious” or “Potential Phishing” to quickly identify risky messages.
   • Delete It: If you’re sure these emails are malicious, send them straight to the trash.

7. Create Filter: Once satisfied, click “Create filter.” Your new filter is active, and Gmail will apply it to incoming messages.

---

Tips for Effective Filtering

1. Be Specific:
   The more precise your conditions, the less likely you are to filter out legitimate emails. Start with known suspicious addresses or particular keywords and adjust over time.

2. Regularly Review and Adjust:
   Check the folder or label where suspicious emails end up. If you find legitimate messages, refine your filter criteria. If phishing attempts still reach your inbox, tighten your conditions.

3. Use Multiple Filters:
   Create different filters for different types of phishing attempts. For example, one filter might target emails from suspicious domains, while another focuses on subject lines containing urgent action requests.

4. Leverage Gmail’s Built-in Security:
   Gmail’s spam and phishing detectors are already working behind the scenes. Your filters are meant to complement these tools, not replace them. Always report suspicious emails to help Gmail improve its filters.

5. Educate Colleagues and Students:
   Filters are just one part of a broader cybersecurity strategy. Encourage others in your school to set up their filters and share best practices for spotting phishing emails.

---

What to Do If a Phishing Email Slips Through

No solution is perfect; some malicious emails may bypass your filters. If that happens:

1. Don’t Click: Avoid opening attachments or clicking links in suspicious emails.
2. Report the Email: Use Gmail’s “Report phishing” feature to help improve overall detection.
3. Notify IT Support: Alert your school’s IT department so they can investigate and take any necessary steps to protect the network.

---

Final Thoughts

Phishing attempts can feel like a never-ending battle, but taking proactive measures can make a big difference. Creating and refining Gmail filters will reduce the number of suspicious messages in your inbox and lower the risk of inadvertently clicking on a malicious link. Combine these filters with good cybersecurity habits, such as being cautious with unknown senders and regularly updating passwords, to maintain a safer online environment for your entire school community.

---

For more cybersecurity tips and tools tailored for educators, subscribe to our blog. Together, we can build a more secure digital classroom.