Call and Email Spoofing: How to Spot It, Stop It, and Stay One Step Ahead
- Alex Hughes
- Jan 15
- 4 min read
Spoofing isn’t new — but it is getting smarter.
Today’s attackers don’t just send obvious scam emails riddled with spelling mistakes. They impersonate suppliers, colleagues, directors, IT teams, and even phone numbers you already trust.
And the uncomfortable truth?
Most successful spoofing attacks don’t succeed because of bad technology — they succeed because someone felt rushed, pressured, or unsure.
This guide breaks down what call and email spoofing really looks like, what to watch for, and exactly what to do when something feels off — from an IT and security expertise perspective.
What Is Call and Email Spoofing?
Spoofing is when a scammer pretends to be someone they’re not — usually by disguising:
An email sender address
A phone number (caller ID spoofing)
A known name, company, or internal contact
The goal is almost always the same:
👉 Get you to act before you think
That action might be:
Sharing login details
Approving a payment
Changing bank details
Clicking a link
Installing “urgent” software
Why Spoofing Works (Even on Smart People)
Spoofing doesn’t target a lack of intelligence — it targets human behaviour.
Attackers rely on:
Urgency (“This needs doing now”)
Authority (“This is the CEO / IT / Finance”)
Familiarity (“You’ve spoken to us before”)
Fear or embarrassment (“Your account is compromised”)
When people feel rushed or put on the spot, they’re more likely to bypass normal checks.
That’s why vigilance — not panic — is the real defence.
🚩Common Signs of a Spoofed Email
Even convincing emails usually show one or more of these signs:
The sender name looks right — but the email address doesn’t quite match
A subtle domain change (e.g. @micr0soft.com, @company-support.co)
Unexpected requests for:
Passwords
MFA codes
Payment approvals
Bank detail changes
Language that creates pressure:
“Urgent”
“Immediate action required”
“Failure to respond will result in…”
Links that look right — but go somewhere else when hovered over
Attachments you weren’t expecting (especially ZIPs or HTML files)
If something feels unusual — pause. That instinct matters.
🚩 Common Signs of a Spoofed Call
Phone spoofing is growing fast — and it’s harder to spot.
Watch out for callers who:
Claim to be IT, Microsoft, your bank, or a supplier
Say there’s a security issue that needs fixing now
Ask you to:
Share a one-time code
Install software
Approve something while on the call
Resist being called back
Get defensive or pushy when questioned
Already “know” some basic information about you
Caller ID can be faked.
Seeing a familiar number doesn’t mean the caller is legitimate.
How to Confirm Who You’re Really Talking To
When in doubt, break the moment. Legitimate people won’t mind — scammers rely on momentum.
📧 For Emails
Don’t reply directly
Check the sender’s actual email address carefully
Contact the person or company via a known, separate method
Saved contact
Official website number
Internal Teams message
📞 For Calls
Hang up politely
Call back using:
A trusted internal directory
A known supplier number
An official website contact
Never rely on a number the caller gives you
Verification is protection — not rudeness.
What to Do If You’re Suspicious (Step-by-Step)
If something feels off:
Stop engaging Don’t click, reply, approve, or install anything.
Preserve evidence Keep the email or note the phone number, time, and request.
Report it immediately
To your internal IT team or provider
To your manager if it involved authority or finance
Delete only after reporting Reporting helps protect everyone — not just you.
If you acted already — say so Quickly. Early action can prevent real damage.
At IT Desk, we’d much rather hear “I wasn’t sure” than “I hoped it was fine.”
The Role of IT (And Why People Still Matter)
Good IT security includes:
Email filtering
Anti-spoofing controls
MFA
Monitoring and alerting
But no system catches everything.
That’s why security works best when:
Technology is strong and
People feel confident speaking up and
There’s no blame for asking questions
Vigilance isn’t about paranoia — it’s about awareness.
Building a Culture That Stops Spoofing
The safest businesses don’t rely on “perfect users”. They rely on:
Clear escalation paths
Encouragement to pause and check
Normalising phrases like:
“Can I verify this?”
“I’ll call you back”
“This doesn’t feel right”
Security improves when people feel supported — not embarrassed.
People Also Ask
What is email spoofing?
Email spoofing is when an attacker disguises the sender address to make an email appear to come from a trusted source, such as a colleague, supplier, or known organisation.
Can phone numbers be spoofed?
Yes. Caller ID can be faked, allowing scammers to appear as trusted numbers, including internal extensions or well-known companies.
Should IT ever ask for passwords or MFA codes?
No. Legitimate IT teams will never ask for passwords or one-time authentication codes.
What’s the biggest warning sign of a spoofing attack?
Urgency combined with pressure — especially when someone wants immediate action without verification.
What should I do if I clicked a suspicious link?
Report it immediately to IT. Early reporting can prevent wider compromise and reduce impact.
Further Reading
CISA – Avoiding Social Engineering and Phishing Attacks
Gartner – Human-Centric Cybersecurity Best Practices
