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How to Deal With HR Spam Emails at Work

Hanna Wilson, HR tech Outlook | Monday, November 02, 2020

The hackers nowadays know every minute tricks that can fool the users. One of the common techniques they use is email spoofing which will appear to come from HR team or legitimate email address other than the actual source. Another technique used is email spamming, where unsolicited emails which contains suspicious links or attachments are sent in a bulk. In both cases hackers target the employees by using subjects like “promotion”, “employee benefits” or “policy change” and thus creating urgency to open the mail. Rather than this, whenever an employee receives an email from HR team, they are compelled to open the mail due to the sense of authority.

Role of Technologies in Identifying Spam Emails

• Artificial Intelligence:

According to Google, the Gmail spam filter uses Artificial Intelligence to detect and block suspicious mails. Spam filter can filter the emails with individual preference and help you to customize your inbox. It can find the source of the spam mails to figure out whether the mail came from the actual sender or it is a fraudulent email.

• Machine Learning:

The mails will be generally categorized into spam and no spam. Machine Learning identifies spam by determining the sequence of words used in a mail that closely resembles to spam or junk emails. But some hackers may replace spammy words into non spammy or other closely related words to fool the spam detector.

• NLP:

NLP can filter your inbox mails as Primary, Social, or Promotions. Natural Language Processing can determine how sequences of words affect the meaning of a sentence and thus declare the messages as spam and no spam. It is almost similar to ML technology.

Email Spam Awareness for Employees

• Avoid using business email publicly in websites or forums. Spammers or bots can easily access your email without even trying hard.

• If you see any mail which seems to be too good to be true (advertisement promising cash price or even a job offer letter by established company), it can possibly be an email scam to get your personal details or hack your system. Never encourage such mails.

• If you find suspicious links or attachments in your mails, don’t click or download such files. Malicious files can be downloaded in your server and hackers can take control over your system.

• Check out for the email addresses. If the name and email address does not match or if the email address contains odd characters, it can possibly be a spam.

• Install anti-spam software to delete offensive and spammy emails, and to prevent receiving them in future to an extent.

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