Email Warning Tags

Overview

Email warning tags are added to incoming emails to bring attention to messages to may warrant extra caution. Specifically, the tags inform recipients that messages are external or warn people about suspicious attributes of the messages. Ultimately, they’re intended to help people avoid phishing scams. Tags also allow people to easily report suspicious emails. 

How tags help us

  • More than 90% of successful cyberattacks start with a phishing email. Email warning tags help you spot phishing attempts and other threats. The tags are like caution signs that help you pause and think before acting.
  • The tags also allow quick reporting of suspicious emails to UO’s Information Security Office, expanding the Report Phish functionality beyond Outlook.

Guide to UO’s tags 

All UO email warning tags include the following: 

  • Report Suspicious button. 
  • The following sentence, with a link to this page: “Use caution with links and attachments. Learn more about this email warning tag.” 

Informational tags 

  • Gray informational tags are a reminder to exercise caution before clicking links, scanning QR codes, opening attachments, or following other instructions in an email. 
  • These tags don’t necessarily mean a message is suspicious but do invite you to be careful. 
  • The sample tag below says: “This message originated outside the UO email ecosystem.” This is the most common email warning tag you’ll see. It applies to all mail from outside the UOmail system and certain registered third-party platforms used by the UO and its partners. 

Warning tags 

  • Orange warning tags point out inconsistencies or suspicious elements of a message and warn recipients to use extreme caution. 
  • The sample below says: “Caution: This message may contain links to a fake website.” 

Note about colors: If you have dark mode enabled, the background of the email warning tags may be darker. 

Full list of tags 

This table explains the full range of tags we’re using.

Tag Category Explanation 
This message originated outside the UO email ecosystem Informational This message was sent from outside the UO email infrastructure. This applies to mail from other organizations, as well as some UO partners, and some first party mail utilizing third party mail delivery tools.
You haven't previously corresponded with this sender. Informational The message was sent from a sender with whom the recipient has not previously corresponded.
Caution: The sender's identity couldn't be verified. Someone may be impersonating them. Warning Though this message is delivered, it failed email authentication and may be unsafe.
Caution: The sender's email domain is new and could therefore be unsafe. Warning The message was sent from a domain that has been recently registered and could be for the purpose of sending spam or malware.
Caution: This message may contain links to a fake website. Warning The message may contain a URL or link to a malicious website that is counterfeiting a legitimate website by use of lookalike characters in the URL.
Caution: This sender may be an impostor. Warning This tag informs the recipient that the message may have come from an impostor. This typically applies to executives or a small sub-category of users who are frequently targeted by impostor.
Caution: The sender’s account may be compromised. Warning Avoid replying with sensitive information, clicking links, downloading attachments, or making payments.
Caution: This message may be unsafe. Warning This message contains suspicious elements but did not meet the threshold to block. Caution should be taken when interacting with this message.

FAQ

Are untagged messages safe? 

  • The absence of a tag doesn’t necessarily mean a message is safe. 
  • Please stay vigilant with all emails. 

What is the “UO email ecosystem”? 

  • The UO email ecosystem consists primarily of UOmail, but also includes additional mail systems and contracted mail delivery platforms. 
  • Official UO communications include newsletters, emergency notifications, and other messages that originate outside of the UOmail system itself. Similarly, many software applications send email notifications to UO students, faculty, and staff about workflows and other functions. 

Emails I’m sending through an external platform are being tagged. Can I prevent that? 

  • If you’re a UO communicator using a third-party mail delivery tool, or you operate a service that delivers mail to UO recipients on behalf of the university, please submit a ticket at Spam Filtering Support with the details about your system and a sample message. 
  • Many email platforms already have exceptions to the email warning tags. 

Can I opt out of receiving email warning tags? 

  • If you have an accessibility concern, such as interference with screen reader software, please submit a ticket at Email and Calendar Help. Please don’t include any medical information in your request. 
  • Otherwise, members of the UO community cannot opt out. 

Need help?

 

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