How To Add Phishing Button In Outlook 365 – Report Phishing Emails Automatically

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Phishing threats target your organization daily, and adding a dedicated reporting button in Outlook 365 puts protection right at your fingertips. If you’ve been searching for how to add phishing button in outlook 365, you’re in the right place. This guide walks you through every step, from enabling the built-in button to deploying custom solutions for your whole team.

Phishing emails are getting smarter every day. They look like real messages from your bank, your boss, or even your IT department. One wrong click can cost your company thousands. That’s why having a simple way to report suspicious emails is so important. Microsoft Outlook 365 gives you several options to add a phishing reporting button, and I’ll show you each one.

Why You Need A Phishing Button In Outlook 365

Before we jump into the steps, let’s talk about why this matters. A phishing button lets users flag suspicious emails with one click. Instead of forwarding messages to IT or deleting them, users can report them instantly. This helps your security team spot threats faster and train users better.

Without a reporting button, users often ignore phishing attempts or accidentally interact with them. A dedicated button makes reporting easy and encourages a security-first culture. It also helps your organization comply with regulations like GDPR or HIPAA by showing you take security seriously.

How To Add Phishing Button In Outlook 365

Now let’s get to the main event. There are several ways to add a phishing button, depending on your role and your organization’s setup. I’ll cover the most common methods step by step.

Method 1: Using The Built-In Report Message Add-In

Microsoft provides a free add-in called “Report Message” that works with Outlook 365. This is the simplest way to add a phishing button for individual users. Here’s how to do it.

  1. Open Outlook 365 in your web browser or desktop app.
  2. Click on the “Get Add-ins” button in the ribbon (look for a shopping bag icon).
  3. Search for “Report Message” in the add-in store.
  4. Click “Add” next to the official Microsoft add-in.
  5. Accept the permissions and wait for it to install.
  6. Restart Outlook if needed. You’ll see a new “Report Message” button in your ribbon.

Once installed, you can click the button on any email to report it as phishing. The add-in sends a copy to Microsoft for analysis and moves the email to your Junk folder. It’s quick and requires no IT involvement.

Method 2: Deploying The Button For Your Whole Organization

If you’re an IT admin, you can deploy the phishing button to everyone at once. This saves time and ensures consistency. You’ll use the Microsoft 365 admin center or PowerShell.

  1. Go to the Microsoft 365 admin center at admin.microsoft.com.
  2. Navigate to “Settings” then “Integrated apps.”
  3. Click “Get apps” and search for “Report Message.”
  4. Select the add-in and choose “Deploy Add-in.”
  5. Assign it to all users or specific groups.
  6. Click “Deploy” and confirm.

You can also use PowerShell for more control. Run the following command after installing the Exchange Online module:

New-App -OrganizationApp -FileData ([System.IO.File]::ReadAllBytes("C:\path\to\ReportMessage.manifest.xml"))

This method pushes the button to every user’s Outlook automatically. No one has to install it manually.

Method 3: Using Microsoft Defender For Office 365

If your organization has Microsoft Defender for Office 365 (Plan 1 or 2), you get an even better phishing button. It’s called the “Report Phishing” add-in and integrates with your security dashboard.

  1. Log in to the Microsoft 365 Defender portal at security.microsoft.com.
  2. Go to “Email & collaboration” then “Policies & rules.”
  3. Select “Threat policies” and then “Report phishing settings.”
  4. Turn on the “Report phishing” add-in for Outlook.
  5. Configure where reports go (your security team or Microsoft).
  6. Save the settings. Users will see a “Report phishing” button in their ribbon.

This method gives your security team detailed reports and analytics. They can see who reported what and track trends over time.

Method 4: Custom Phishing Button With Power Automate

For advanced users, you can build a custom phishing button using Power Automate. This gives you full control over what happens when someone reports an email. You can send alerts, log incidents, or even auto-block senders.

  1. Go to Power Automate at make.powerautomate.com.
  2. Create a new automated flow triggered by “When a new email arrives.”
  3. Add a condition to check for a specific subject line like “REPORT PHISHING.”
  4. Configure actions like moving the email to a shared mailbox or sending a Teams alert.
  5. Share the flow with your team and train them to forward suspicious emails with that subject.

This method is more work but offers maximum flexibility. You can customize it to fit your exact workflow.

Configuring The Phishing Button For Best Results

Adding the button is just the first step. You also need to configure it properly to get the most value. Here are some tips.

Set Up Reporting Policies

Decide where reported emails go. You can send them to a dedicated mailbox, your security team, or directly to Microsoft. Each option has pros and cons. Sending to a mailbox lets you review reports manually, while sending to Microsoft helps improve global threat detection.

Train Your Users

A button is useless if people don’t know how to use it. Run a short training session showing users how to spot phishing and use the button. Send fake phishing tests to reinforce the training. Reward users who report suspicious emails correctly.

Monitor Reports Regularly

Check the reports daily. Look for patterns like repeated attacks on the same department. Use the data to improve your security posture. If you see a spike in reports, it might mean a real attack is happening.

Troubleshooting Common Issues

Sometimes the phishing button doesn’t appear or stops working. Here are common problems and fixes.

Button Not Showing In Outlook

If the button is missing, check if the add-in is enabled. Go to “File” > “Options” > “Add-ins” and make sure “Report Message” is active. If it’s disabled, enable it and restart Outlook.

Button Greyed Out

A greyed out button usually means you’re not connected to the internet or the add-in needs an update. Check your connection and try reinstalling the add-in.

Reports Not Going Through

If reports aren’t reaching their destination, check your email rules. A rule might be moving or deleting the reported emails. Also verify that the reporting mailbox isn’t full.

Best Practices For Phishing Reporting

To make your phishing button truly effective, follow these best practices.

  • Use a consistent reporting process across your organization.
  • Combine the button with regular phishing simulations.
  • Give feedback to users who report emails, even false positives.
  • Integrate reporting with your incident response plan.
  • Review and update your settings every quarter.

Remember, the goal isn’t just to report phishing. It’s to create a culture where everyone watches out for threats. The button is a tool, but the people using it make the real difference.

Frequently Asked Questions

Can I Add A Phishing Button In Outlook 365 For Free?

Yes, the built-in Report Message add-in is free for all Outlook 365 users. You don’t need any additional licenses to use it.

Does The Phishing Button Work On Mobile Outlook?

Yes, the button works on the Outlook mobile app for iOS and Android. Users can report phishing emails directly from their phones.

What Happens When Someone Reports A Phishing Email?

Depending on your setup, the email is either sent to Microsoft for analysis, moved to a reporting mailbox, or both. The original email is usually moved to the Junk folder.

How Do I Remove The Phishing Button If I Don’t Want It?

Go to “File” > “Options” > “Add-ins” and disable the Report Message add-in. For organization-wide removal, use the admin center to uninstall the add-in.

Is The Phishing Button Available In Outlook 2019 Or Older Versions?

The button is primarily for Outlook 365. Older versions like Outlook 2019 may not support it natively. You might need to use a third-party solution instead.

Conclusion

Adding a phishing button in Outlook 365 is one of the simplest ways to boost your organization’s security. Whether you use the built-in add-in, deploy it via admin center, or build a custom solution, the key is to make reporting easy for everyone. Start with the free Report Message add-in and scale up as needed. Train your users, monitor reports, and adjust your settings over time. With a phishing button in place, you turn every employee into a security guard, protecting your organization one click at a time.

Don’t wait for a real attack to test your system. Set up the button today and run a test phishing simulation. See how your team responds and refine your process. Your future self will thank you when a dangerous email gets reported instead of clicked.