Recognizing Scam Emails

Overview

Scam emails—commonly referred to as phishing emails—are designed to trick recipients into revealing sensitive information, clicking malicious links, scanning harmful QR codes, or opening infected attachments. These messages often appear to come from legitimate companies, coworkers, or trusted service providers.

Being able to recognize scam emails is one of the most effective ways to protect your accounts, data, and devices.

⚠️ Quick Checklist (Full Article Below)

Pause and review every unexpected email using this checklist:

Sender

• Does the email address look correct (no misspellings, extra characters, or odd domains)?

• Is the sender using an external address while claiming to be internal or a trusted vendor?

Context

• Is the email unexpected, urgent, or threatening?

• Does it reference a service you don’t use (eFax, voicemail notices, unfamiliar tools)?

• Does it claim your password is expiring or your account will be locked?

Content

• Are you asked to reset, confirm, or verify a password?

• Is the greeting generic (e.g., “Dear User”) instead of using your name?

• Are there spelling, grammar, or formatting issues?

Links, QR Codes, and Attachments

• When you hover over links, do they go to a legitimate and expected website?

• Does the email include a QR code asking you to log in or verify information?

• Are there unexpected attachments (ZIP files, HTML files, invoices, receipts)?

Familiar—but Still Suspicious?

• Does the email look real or include past conversations or familiar branding, but feel “off”?

• Remember: some emails contain both legitimate and malicious links

If you answer “yes” to any of the above:

• Do not click links

• Do not scan QR codes

• Do not open attachments

• Do not reply

Instead, verify legitimacy of the message by creating a new email to the sender or contacting the sender through a trusted phone number.  You may also report the message to Office Works for manual review, but be aware that standard service rates will apply.

Common Warning Signs of Scam Emails

1. Urgent or Threatening Language

Be cautious of emails that:

• Claim your account will be suspended, locked, or deleted

• Warn that your password is expiring or has already expired

• Demand immediate action using phrases like “Final notice” or “Immediate action required”

Scammers rely on urgency to pressure recipients into acting quickly.

2. Password Expiration or Security Notices

Many phishing emails impersonate IT departments or common online services.

Red flags include:

• Requests to reset or verify your password via a link

• Password expiration notices requiring immediate action

• Login pages that look legitimate but are not

Office Works and service providers will never ask you to provide your password by email.
If you are unsure, contact Office Works directly using a known method. Be aware that standard service rates will apply. 

3. Emails About Services You Don’t Use

Be cautious of emails referencing services you do not use or are only vaguely familiar with, such as:

• eFax messages

• Voicemail notifications

• Unexpected system or account alerts

Scammers frequently use generic services to appear credible.

4. Suspicious Sender Address

Always review the full “from” email address.

• Look for misspellings, extra or incorrect characters, or incorrect domains

• Be cautious of external addresses posing as internal staff or trusted vendors

A familiar display name does not guarantee legitimacy.

5. Familiar Branding or Past Conversations

Some scam emails may:

• Closely resemble legitimate emails

• Include real logos or formatting

• Appear within an existing email conversation

If the context feels unusual, do not click links.
Instead, contact the sender directly by starting a new email or calling a trusted number.

6. QR Codes Leading to Phishing Sites

Some scam emails use QR codes instead of links.

• Scanning may take you to a fake login page

• These pages are designed to steal credentials and MFA codes

• QR codes can bypass email security filtering

Do not scan QR codes from unexpected emails.

7. Suspicious Links

Before clicking any link:

• Hover your mouse over the link (do not click) to preview the destination

• Ensure the domain matches the legitimate company

• Be aware that some links in the same email may be real while others are malicious

Never assume an email is safe because one link looks legitimate.

8. Unexpected Attachments

Avoid opening attachments you were not expecting, especially:

• ZIP or compressed files

• HTML files

• Executable files (.exe, .bat)

• Unexpected invoices or receipts

9. Poor Grammar, Spelling, or Formatting

Scam emails often contain:

• Spelling or grammatical errors

• Awkward phrasing

• Inconsistent branding or formatting

Why These Scam Emails Exist

Phishing emails are designed to:

• Steal usernames and passwords through fake login pages

• Deliver malware or ransomware through links or attachments

• Gain unauthorized access to systems and data

What To Do If You Receive a Suspicious Email

1. Do not click links, scan QR codes, or open attachments

2. Do not reply to the email

3. Verify the request by contacting the sender using a trusted, known method

4. Report the email to Office Works or your IT department. (Be aware that Office Works standard service rates will apply)

5. Delete the email once reviewed or reported

If You Already Clicked, Scanned, or Opened Something

• Disconnect from the internet if possible

• Do not enter any passwords or personal information

• Contact Office Works or your IT department immediately. 

• (Be aware that Office Works standard service rates will apply)

• Follow instructions to secure your account

Additional Ways to Protect Yourself

• Enable Multi-Factor Authentication (MFA) wherever possible to add protection beyond just a password

• Use reputable browser protection tools that help block fake login pages and known phishing sites - we recommend the free Malwarebytes Browser Guard

• When in doubt, pause and verify—it is always safer to ask before clicking

Key Takeaway

Scam emails rely on urgency, imitation, and familiarity—including fake password expiration notices, QR codes, and hijacked email conversations.

If something feels unexpected or pressures you to act quickly, stop and verify.

When in doubt, assume it may be a scam and contact Office Works for guidance.

If you've been a victim of fraud and wish to file a report, or if you wish to obtain more tips regarding dealing with fraud, either call your local police department or call the Canadian Anti-Fraud Centre at 1-888-495-8501 or report a complaint using this form.

If you truly do have a computer problem, don’t call a random number appearing on your screen and don’t fall for any technician that calls you.  Find a local, reputable computer company that you can call with confidence, or actually stop in to speak with and feel at ease using their services.

Office Works

Your Technical Team - On Your Side

Call or Text: 519.863.6336  -  Email: support@officeworks.ca

Website: www.OfficeWorks.ca