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Microsoft 365 Resource

Phishing Readiness Checklist for Small Businesses

Phishing emails try to trick employees into sharing passwords, opening malicious links, sending payments, or changing account information.

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Why this matters

Small businesses are often targeted because employees are busy and processes are informal. A phishing readiness checklist gives the team clear steps before a suspicious email causes damage.

Use this resource when

  • Employees receive suspicious emails.
  • Your team is not sure how to report phishing.
  • You want clearer steps for suspicious links or attachments.
  • You use Microsoft 365 or Google Workspace for email.

What to review

  • How employees report suspicious email.
  • Multi-Factor Authentication (MFA) status.
  • Email forwarding rules.
  • Password reset process.
  • Administrator contacts for urgent review.
  • Training reminders for employees.
Step by step

Practical checklist

  1. Create a simple phishing reporting process.
  2. Tell employees not to click unknown links or open unexpected attachments.
  3. Require Multi-Factor Authentication (MFA).
  4. Review suspicious forwarding rules.
  5. Document who investigates reported emails.
  6. Review recent phishing examples during team reminders.
Avoid these issues

Common mistakes

  • Blaming employees instead of improving process.
  • Not having a reporting path.
  • Ignoring unusual mailbox forwarding.
  • Allowing password resets without verification.
  • Assuming spam filters catch everything.

Need help turning this into a working process?

J3 Systems Group can help small businesses improve phishing reporting, mailbox review, Multi-Factor Authentication, and email security basics.

Schedule a consultation

Related resources

Microsoft 365 Security Checklist for Small Businesses

Use this checklist to review the Microsoft 365 settings that most small businesses depend on every day. It is designed for business owners and office managers who need a practical way to reduce account, email, and access risk.