/building-phishing-reporting-button-workflow

name: building-phishing-reporting-button-workflow
description: Implement a phishing report button (Microsoft 365 built-in Report button
  or third-party like KnowBe4/Cofense) in email clients with a SOAR-driven automated
  triage workflow that classifies reported emails, extracts IOCs, takes remediation
  actions, and gives feedback to reporters. Use when deploying user-reported phishing
  intake or automating triage of the resulting reporting mailbox.
domain: cybersecurity
subdomain: phishing-defense
tags:
- phishing-reporting
- email-security
- incident-response
- security-awareness
- outlook
- microsoft-365
- soar
mitre_attack:
- T1566.001
- T1566.002
- T1598.003
- T1204.001
- T1534
mitre_f3:
  version: '1.1'
  tactics:
  - reconnaissance
  - resource-development
  - initial-access
  - stealth
  techniques:
  - id: T1598
    name: Phishing for Information
    tactic: reconnaissance
    source: attack
  - id: T1660
    name: Phishing
    tactic: initial-access
    source: attack
  - id: T1672
    name: Email Spoofing
    tactic: stealth
    source: attack
  - id: F1020.002
    name: 'Create Fake Materials: Fake Website'
    tactic: resource-development
    source: f3
version: '1.0'
author: mahipal
license: Apache-2.0
nist_csf:
- PR.AT-01
- DE.CM-09
- RS.CO-02
- DE.AE-02

Building Phishing Reporting Button Workflow

Overview

A phishing reporting button empowers users to flag suspicious emails directly from their email client, creating a critical feedback loop between end users and the security operations center. Microsoft's built-in Report button is now the recommended approach, replacing the deprecated Report Message and Report Phishing add-ins. When combined with automated triage using SOAR platforms, reported emails can be classified, IOCs extracted, and remediation actions taken within minutes. Organizations with effective phishing reporting programs see 70%+ report rates in phishing simulations.

When to Use

• When deploying or configuring building phishing reporting button workflow capabilities in your environment
• When establishing security controls aligned to compliance requirements
• When building or improving security architecture for this domain
• When conducting security assessments that require this implementation

Prerequisites

• Microsoft 365 or Google Workspace with administrative access
• SOAR platform or automation capability (Microsoft Sentinel, Splunk SOAR, Cortex XSOAR)
• Dedicated reporting mailbox for phishing submissions
• Email security gateway with message retraction capability
• Security awareness training platform for feedback loop

Workflow

Step 1: Deploy Phishing Report Button

• Enable Microsoft built-in Report button via Security & Compliance Center
• Configure user reported settings: route to reporting mailbox and Microsoft
• For third-party: deploy KnowBe4 Phish Alert Button or Cofense Reporter
• Verify button appears in Outlook desktop, web, and mobile clients
• Configure report options: Report Phishing, Report Junk, Report Not Junk

Step 2: Build Automated Triage Pipeline

• Configure reporting mailbox monitored by SOAR platform
• Auto-extract IOCs from reported emails: URLs, attachments, sender info, headers
• Submit URLs to VirusTotal, URLScan.io for reputation check
• Submit attachments to sandbox for dynamic analysis
• Check sender against known threat intelligence feeds
• Auto-classify: confirmed phishing, spam, simulation, legitimate

Step 3: Implement Response Actions

• Confirmed phishing: auto-retract from all inboxes, block sender domain
• Confirmed spam: move to junk for all recipients
• Simulation email: mark as correctly reported, credit user
• Legitimate email: return to inbox, notify reporter
• Generate IOC report for threat intelligence team

Step 4: Create Feedback Loop

• Send automated thank-you response to reporter within 5 minutes
• Include classification result when analysis completes
• Track reporter accuracy and engagement metrics
• Recognize top reporters in monthly security newsletter
• Feed reporting metrics into security awareness training program

Step 5: Measure and Optimize

• Track mean time to triage (target: under 10 minutes automated)
• Monitor report volume trends and false positive rates
• Measure user reporting rate in phishing simulations
• Report on confirmed threats caught by user reports vs. gateway
• Optimize automation rules based on classification accuracy

Tools & Resources

• **Microsoft Report Button**: Built-in Outlook phishing reporting
• **Cofense Reporter + Triage**: Enterprise phishing reporting and automated analysis
• **KnowBe4 Phish Alert Button**: Integrated reporting with simulation platform
• **Microsoft Sentinel**: SOAR automation for triage workflow
• **Proofpoint CLEAR**: Closed-loop email analysis and response

Validation

• Report button visible and functional across all Outlook platforms
• Reported email arrives in dedicated mailbox within 60 seconds
• Automated triage classifies test phishing email correctly
• Auto-retraction removes confirmed phishing from all inboxes
• Reporter receives feedback notification with classification
• Metrics dashboard shows report volume and accuracy trends