Email is the lifeblood of most small businesses. Whether you're sending invoices, communicating with clients, or coordinating with your team, your inbox holds some of your company's most sensitive information. That also makes it a prime target for scammers and phishing attacks.
If you're worried that your business email has been hacked, you're not alone. In fact, the FBI reports that business email compromise (BEC) is one of the costliest cybercrimes affecting small and mid-sized businesses. BEC attacks and phishing emails have become increasingly sophisticated, making them harder to detect. The good news? Here is how to spot a phishing email or an attack sign early, so you can take action before the damage gets worse.
How to Tell If Your Email Has Been Hacked
Wondering "how to tell if my email is hacked?" Here are the most common signs of business email compromise attacks and potential email takeover:
- Unexpected Password Changes If you're suddenly locked out of your email or receive alerts about password resets you didn't request, it's a red flag.
- Unfamiliar Login Locations Most platforms (including Office 365) can show you the location of recent logins. If you see sign-ins from countries where you don't do business, your account may have been compromised.
- Suspicious Sent Emails Check your "Sent" folder. If there are messages you don't recognize, especially those asking for money or containing strange links, it's a strong sign your account is being misused for transfer fraud or other scams.
- Colleagues or Clients Report Strange Messages If others receive unusual emails from you, like phishing attempts or requests for wire transfers, your account may already be under an attacker's control. This could involve display name spoofing or the use of spoofed domains.
- New Inbox Rules or Forwarding Settings Hackers often create hidden rules to forward your email to themselves or move certain messages out of your inbox. These rules can hide fraudulent activity from you.
- Unusual Account Activity Alerts Microsoft and other providers may alert you to "unusual sign-in activity" or potential BEC detection. Don't ignore these warnings.
What to Do If You're a Victim of BEC Attacks
If you suspect your Office 365 account is hacked, act fast. Every minute counts in limiting damage to your compromised email accounts.
- Change Your Password Immediately Use a strong, unique password. Don't reuse one you've used on other accounts.
- Enable Multi-Factor Authentication (MFA) MFA requires a second step (like a text code or authentication app) to log in. This stops most attackers, even if they have your password.
- Check Account Settings: Look for unfamiliar inbox rules, auto-forwarding, or recovery email changes. Remove anything you didn't create.
- Scan for Malware Run antivirus and anti-malware scans on any devices that accessed the account. Attackers often plant keyloggers, trojans, or other suspicious attachments.
- Notify Your Team and Clients Let them know your email was compromised so they don't fall for phishing messages or fraudulent payment requests. Transparency builds trust and limits further damage.
- Review Financial Accounts If emails involving invoices, payments, or banking were exposed, monitor your financial accounts and alert your bank to potential wire transfer fraud.
- Contact your Managed IT provider can help lock down the account, check for data breaches, and monitor for further suspicious activity.
How to Protect Your Business from Future BEC Scams
Prevention is always better than cleanup. Here's how ACS helps small businesses protect business email accounts and ensure email security best practices:
- 24/7 Office 365 Monitoring: We receive alerts if someone logs in from a foreign country or if suspicious activity is detected.
- Automatic Account Lockdowns: If we see unusual behavior, the account is locked immediately until verified.
- Email Security Filtering: Blocks phishing, spam, and malware before they hit your inbox.
- Regular Backups: Ensures you never lose critical emails or files.
- Employee Training: Helps your staff recognize phishing attempts, improve phishing awareness, and avoid clicking dangerous links or malicious attachments.
- Compliance Support: Keeps your business aligned with HIPAA, FTC, and PCI regulations.
- Domain Protection: Implements measures to prevent domain spoofing techniques and unauthorized use of your business domain.
Protect Your Business Email from Attacks
Your business email is too important to leave unprotected. If you suspect a compromise, act immediately and put safeguards in place to prevent it from happening again.
Need help protecting your Office 365 email accounts from a business email compromise attack or phishing email attacks?
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FAQ: Business Email Compromise
How do I know if my business email is hacked?
Look for unusual activity: password reset requests, strange logins, or colleagues receiving suspicious emails from your account. Be alert for signs of account takeover or BEC attack.
What should I do if my Office 365 email is hacked?
Change your password, enable MFA, check forwarding rules, alert your team, and contact your IT provider. Scan for attachments and review for any payment requests.
Can a hacked email be recovered?
Yes, in most cases. The sooner you act, the more likely you can regain full control without permanent damage to your email accounts.
How can I prevent a BEC attack?
Use strong passwords, enable MFA, train employees to spot phishing attempts and improve phishing security, and use a Managed IT provider like ACS for ongoing monitoring and email threat protection.
