Changes due to GDPR at Standss

By standss · Comments ( 0 ) Friday, May 25th, 2018

This post is a summary of the changes that Standss is making to its software and/or websites based on GDPR.

What Is GDPR?

The GDPR (General Data Protection Regulation) will take in force from May 25, 2018. The new legislation will enhance the protection of personal data of citizens from EU by giving them more control over their personal data. This will affect all organizations that store, control or process data of EU citizens even if your company is based outside EU. This means that any organization that collects data about any EU citizen has to meet the new requirements of GDPR.

Who has to comply with the GDPR?

  • Any EU-based organizations considered “data controllers” or “data processor” of data.
  • Organizations considered controllers or processors of personal data of EU residents in relation to goods or services provided to them.
  • Organizations who monitor the behavior of EU residents.

Why we should take GDPR Seriously?

Any organization failing to take proper steps to protect the data for EU citizens could be subjected to fines.

How is Standss preparing for GDPR?

Our management and development team have analyzed the requirements for GDPR. We are currently working to enhance our policies, procedures for all our products, and websites to ensure that we comply with GDPR compliance for our customers.

Additional Requirements for EmailCaddie

Under GDPR, EmailCaddie customers will fall into “data controllers” category for two reasons. First, you are determining the purpose for which and the manner in which any personal data is being collected. Second, you are also determining the means of the processing of personal data.

Under GDPR, EmailCaddie is a “data processor” because you have selected EmailCaddie to process the client’s data in connection with your use of our product.

We are currently working on some changes to EmailCaddie to ensure that you are able to carry out your duties as a data controller when using EmailCaddie.

For more information

If you or anyone in your organization has questions about the GDPR, or any Standss and/or EmailCaddie security and privacy practices, please do not hesitate to contact our team at info@standss.com

 

 

Categories : Company News, EmailCaddie, EmailMerge for Outlook, GDPR Comments ( 0 )

How to Get a Customized MSI for SendGuard for Outlook

By standss · Comments ( 0 ) Thursday, May 24th, 2018

For larger organizations we recommend the use of customized MSIs to deploy our Outlook addins to your users. The customized MSI will have all the settings that you want to deploy to your users.

SendGuard for Outlook is an Outlook addon that checks outgoing emails so that they are sent to the intended recipient’s with the correct information.

After installation, all users will have the same settings (for the Outlook addon). This means that you can easily rollout (and optionally lock) corporate-defined settings if required.

Before we can create the MSI for you, we need to know your settings.

We have designed SendGuard in a way that lets you setup one and test computer and then export a settings file i.e. you don’t need to copy setting manually into an email.

Here are the steps to export SendGuard settings:

  1. Open Outlook.
  2. Click on Standss Outlook Addins on the Outlook ribbon.
  3. Go to the SendGuard Settings Screen and set all the settings for your company.
  4. Click on the Apply button to save all settings.
  5. Click on “Export Settings” on the setting screen.Sendguard Export Settings
  6. Select the location where you wish to save the SendGuard registry file and click “OK”.Save Sendguard Settings on Desktop
  7. Once your settings are exported successfully, go to the location where the SendGuard registry file is saved and ZIP the file before sending it to us (it is important to ZIP the file because Outlook will block us from downloading the unzipped reg file).
  8. Send the file to us via email (sales@standss.com or your account manager at Standss).

Note: The Customized MSI file is generally used for the initial deployment only. We also have ADMX/ADML GPO Templates to use for changing settings after deployment.

If your organization works with confidential information and you are not using SendGuard for Outlook yet, click here to find out more.

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Categories : Send Confirm, SendGuard for Outlook, Sending emails Comments ( 0 )

Changing the Confirmation Prompt when sending out emails

By standss · Comments ( 0 ) Wednesday, May 16th, 2018

SendConfirm for Outlook gets users to confirm (with a pop-up prompt) the recipients and attachments before emails are sent. This helps prevent confidential information being emailed out to the wrong recipients.

In this blog, we look at the different styles of prompts that can be displayed, why you may choose a particular type of prompt, and how to use the settings screen to configure the prompt to behave the way you want.

Send Confirm is available as a single product or as part of the integrated Send Guard for Outlook which includes Reply Guard (Reply-All Protection) and Send Rules for Outlook.

Setting Different types of SendConfirm Prompt

Before we look at the different types of prompts, it is important to know how to use the Setting screen to select the prompt you want.

Click on Standss Outlook Addins on the Outlook ribbon.

Click SendGuard and then Settings to display the settings screen.

Click on the SendConfirm tab.

Go to Type of Prompt , it has a dropdown list as shown below:

SendGuard Screen showing Types of Prompt

Now that you know how to change the settings, let’s look at the different types of warning prompts in SendConfirm.

Option 1: Simple Prompt

The simplest prompt that Send Confirm displays is shown below.

screen showing prompt showing list of email addresses to confirm the send

The prompt displays all the recipients on the email with external domains highlighted in red. Attachments are not shown on this prompt.

The user simply has the option of clicking Yes to send out the email or No to go back to the email to make changes.

Setting up SendConfirm to display this prompt

Go to the SendGuard settings screen as described earlier choose “Simple Prompt- Yes/No” from types of prompt.

While this is useful, many users may find Option 2 below more productive because they can make quick changes without going back to the email.

Companies may also prefer Option 2 or 3 because they require the user to approve each recipient and attachment before emails are sent out.

Option 2: Review, confirm and change from prompt

This prompt displays all the recipients and attachments of the email to the user.

attachment guard prompt - all checked

The user can review the recipients and attachments directly from the prompt and also make any changes if required e.g. they can unselect certain recipients and attachments, rename attachments etc.

The user can click Yes to send out the email or No to go back and make changes to the email.

The advantage of this is that the user does not need to go back to the email for simple changes which means saved time and increased productivity.

Setting up SendConfirm to display this prompt

Go to the SendGuard settings screen as described earlier choose “All recipients pre-selected- Tick one or more to send” from types of prompt.

This option automatically selects all the recipients and attachments on the prompt. Users are able to remove recipients by unticking them if they want.

Alternatively you can choose “No recipients pre-selected- Tick one or more to send” from the Settings screen.

This option will have all recipients unticked by default and the user will have to tick to confirm.

attachment guard prompt - all unticked

Note: This option does NOT require all recipients and attachments to be ticked. The email will still be sent out but only to ticked recipients.

Option 3: Review and confirm (changes NOT allowed)

This prompt displays all the recipients and attachments of the email to the user. All recipients and attachments will be unticked by default.

The user will need to tick ALL recipients and attachment before the email can be sent out. If users want to change recipients or attachments, they have to click No to go back to the email and manually make changes.

attachment guard extra warning prompt

The advantage of this is that the user has to tick ALL recipients and attachments which some companies may feel this provides better protection.

Setting up SendConfirm to display this prompt

Go to the SendGuard settings screen as described earlier choose “No recipients pre-selected- Tick ALL to send” from types of prompt.

Option 4: List of External domains only

Instead of (or in addition to) showing the list of recipients, you may want to only display the list of external domains to users for confirmation.

list on external domains prompt

This option shows the list of external domains the email is going out to so users can see how many different organizations the email is going out to.

The user can review all the external domains from the prompt and then click Yes to send out the email or No to go back and make correction.

Note: SendConfirm can show this instead of the other options above…. Or it can shown it as an additional prompt as an extra warning.

Setting up SendConfirm to display this prompt

This prompt is controlled from the Show External Domain Prompt on the Settings screen.

Other Settings - Show External Domain Prompt

Choose either “Yes -1 or more domain” or “Yes-2 or more domains” to display the prompt when emails are sent.

If you do NOT want the prompts from Option 1-3 displayed then ensure that the checkboxes under Show SendConfirm screen before emails are sent to on the Settings screen are NOT ticked.

Additional Customization of Prompts

All the prompt shown above can be customized with your organization’s logo and links to email policies. You can also customise the text that is displayed on most of the screens based on your organization’s guidelines and policies.

For more information: Improve Security Awareness-Customize Outlook with Logo and Email Policies

If you’re new to SendGuard and Send Confirm for Outlook

Click on the following links for more information and to download fully functional trials.

SendConfirm for Outlook

SendGuard for Outlook

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Categories : Send Confirm, SendGuard for Outlook, Sending emails Comments ( 0 )

Delay Guard: Setup Outlook to NOT delay emails to certain people.

By standss · Comments ( 0 ) Wednesday, May 9th, 2018

Delay Guard can keep emails in your Outbox for a preset time before it is actually sent out. This gives you a cooling off period after you have clicked Send in which you can change your mind and Cancel the send.

However, there may be certain emails that you want to send out immediately.  There are two ways to do this.

Delay Guard is one of the email security features of Send Guard for Outlook to protect users from emailing confidential information to the wrong people.

Option 1: Tick Send Now on the Ribbon

Write your email as you normally do so.

Tick the Send Now box on the Ribbon.

send now

Click Send.

The email will be sent immediately i.e. Delay Guard will not keep it in your Outbox.

Option 2: Use the Settings screen whom NOT to delay emails to.

Follow the steps below to define email addresses to which emails should be sent without delaying.

Start Outlook

Go to the “Standss Outlook Addins” Tab

Select More -> Setting to display the Setting screen.

Select the Delay Guard tab.

Click Add as shown in the picture below:

delayguard screen

Add email address/ domain screen will pop up as shown below:

add email or domain screen

Enter the email address/domains (that you don’t want to delay to) and click ok.

Click Apply and then OK to close the Setting screen.

Now any emails that you send to those email addresses will not be delayed. Note this is only true if all recipients on emails are on the Do Not Delay list. If there are other recipients on the email, then the delay will still apply as a safety measure.

Delay Guard is one of several ways SendGuard protects Outlook users from sending emails to wrong people. Click on the button below to learn more about SendGuard and download a fully functional trial version.

sendguard

Categories : SendGuard for Outlook, Sending emails Comments ( 0 )

How to avoid “False Attachment Triggers” while using SendGuard.

By standss · Comments ( 0 ) Monday, April 30th, 2018

SendGuard can scan emails and warn you if you have forgotten to attach a file that you intended to send. It does this by checking for words such as “attachment” in the email.

What do you do if you have some of those trigger words as part of your signature or disclaimer?

You can follow the short steps listed below to avoid triggering false alerts.

How to tell SendGuard to not check Signatures and Disclaimers

Start Outlook

Go to the “Standss Outlook Addins” Tab

Select More -> Setting -> Send Confirm Pro (Attachment Guard)

Go to Advanced Setting to avoid false triggers as shown below:

SendGuard Setting Screen

Attachment Guard Advance setting screen will pop up as shown below:

Attachment Guard Advance Settings Screen

In Ignore Text section, tick Ignore words if within special text block (Signature, Disclaimers etc.)

In the box below enter your full email privacy message (etc) from your signature as shown above and click Save.

Click OK to close the Setting screen.

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Categories : Send Confirm, SendGuard for Outlook, Sending emails Comments ( 0 )

Improve Security Awareness-Customize Outlook with Logo and Email Policies

By standss · Comments ( 0 ) Tuesday, April 17th, 2018

SendGuard Conform Email Screen

You can greatly stress the importance of security awareness to Outlook users in your organization by displaying your company’s logo and links to your email/security policies on security prompts.

In this post, we show you how you can customize SendGuard for Outlook to achieve these both for an individual user and for deployment over your network.

SendGuard for Outlook is a email security product that prompts users to confirm recipients and attachments before emails are sent out.

The prompt (displayed above) shows all recipients and attachments. Users need to review the list and click Yes before the emails are sent out.

The prompts can also show your organizations logo and link back to your organizations email policies if you want.

This can be controlled from the Settings screen, or deployed when the software is installed. For network deployments, we can provide a customized MSI with all the relevant settings or ADMX/ADML files to use with GPO.

Setting the Logo and Email Policies from the Settings Screen

Click on Standss Outlook Addins on the Outlook ribbon.

Click SendGuard and then Settings to display the settings screen.

Click on the Corporate Branding/Policies tab.

Corporate Branding/Policies Setting Screen

Setting the Logo:

Tick the relevant checkbox on the screen and click the helper button […] to select a location for the logo.

Click Apply to save.

Note: If your image is in the same folder as the SendGuard installation folder then the Filename will be displayed without the path. This tip can be useful when you want to redeploy this setting to many computers.

Setting Links to Email Policies:

Click the “Click here to Customize Messages” link.

Set the appropriate values for the Display Text and URL boxes at the bottom of the screen (Note that you may need to do this on both the SendConfirm and ReplyGuard tabs).

Click OK to return to the Settings screen and then click Apply to save.

Setting the Logo and Email Policies for Network deployment

There are three options for deploying the settings to users over your network

Customised MSI

If you are deploying this to 25 or more users, we can create a customized MSI for you. When the software is installed with the customized MSI, the settings will be applied automatically.

Export and Run Registry Files

The following option is normally recommended for small networks but can also be automated on larger networks.

Set all the required settings on one computer.

Click the Export Settings button from the settings screen to create a reg file.

Copy the reg file to a shared location on your network.

Run the reg file from each computer to apply the settings.

NOTE:

You will need to put the logo image in a location that is accessible from all computers in order for this to work.

Alternatively, you can copy the image to each computer in the SendGuard installation folder.

Use ADMX/ADML files

Please contact us to get ADMX/ADML templates to use with GPO or any other deployment tool of your choice to push out SendGuard settings.

If you are using this method, we recommend that you either:

  1. Put the logo image in a location accessible from all computer on your network or
  2. Copy the image to each computer to the same folder in which SendGuard is installed. In that case, you will need to set the relevant registry key to the name of the file (without the path) for the logo to be displayed.

If you have any further questions using or configuring SendGuard for Outlook, please contact us at sales@standss.com.

You can also learn more about how SendGuard for Outlook can be used for data leakage protection from our website.

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Categories : Office Tip, SendGuard for Outlook, Sending emails Comments ( 0 )

Checking Recipients before emails are sent out (GDPR and Outlook)

By standss · Comments ( 0 ) Wednesday, April 11th, 2018

We have recently seen an increase in demand for Send Confirm for Outlook to check email recipients before emails are sent out. We believe that the key reason for this is the GDPR requirements that will be enforced from May 2018.

GDPR requires companies to take active action to prevent the accidental disclosure of one client’s information to another client.  All Outlook users know how easy it is to make this mistake!

SendConfirm for Outlook is an Outlook addin that prompts users with a list of all recipients before emails are sent out (you can configure if you want the prompt to be displayed for all emails or only for emails with external recipients).

SendGuard for Outlook

  1. External recipients are highlighted in red.
  2. SendGuard also lists the number of external domains the email is going out to so users can see how many different organizations the email is going out to.
  3. You can brand the prompt with your own company logo.
  4. You can increase security awareness in your organization by linking to your company’s email/security policies.
  5. For additional security, users have to also review attachments before emails are sent out.
  6. BONUS: SendConfirm can also log email details to the Windows log or a text file whenever a user clicks on a prompt to send out an email.

These features prevent data leakage via email as well as provide additional protection by showing that the organization took adequate steps to minimise the risk of wrongly addressed emails.

SendConfirm can be purchased as an addin on its own or as part of SendGuard for Outlook which also include Reply-All Filtering.

SendConfirm is used by organisations of all sizes from single users to 20,000 users in one organization. Our team can provide full support for enterprise deployment and centralised management.

Learn more about Send Confirm for Outlook or click on the image below to learn more about the full SendGuard for Outlook email security bundle.

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Categories : Send Confirm, SendGuard for Outlook, Sending emails Comments ( 0 )

Stop Legitimate emails from getting Junked

By standss · Comments ( 0 ) Wednesday, February 21st, 2018

Solve Junk Mail Issue

Here is a twist to the normal Junk Email problem. How do you stop non-junk emails from ending up in the Junk email folder?

For some reason I have been finding more and more legitimate emails in my Junk Email folder. It is easy to miss them, unless you remember to check your Junk Emails folder frequently.

But there is a better solution…

What I was doing

I feel a bit silly as I have known of this solution for a while (and have even used it in the past) but this is what I was doing…

I was checking my Junk Email folder several times a day and then manually moving the “real” emails to the Inbox.

The problem emails were generally from the same people or organizations that were being treat for some unknown reason by Outlook.

The Solution

I can’t believe that I had forgotten but…

Use the following steps to add the sender or organization to Outlook’s safe senders list. Once this is done any email from that sender will end up in the Inbox.

Go to your Junk Email folder.

Right click over the “good” email that shouldn’t be there.

Click Junk – Never Block Sender (or Never Block Senders Domain)

You will still need to manually move the email from the Junk Email folder to your Inbox this once.

That’s it! Now all emails from that sender will go to your Inbox. EASY!

Outlook Send Rules: Automatically CC (or BCC) contacts on outgoing emails

By standss · Comments ( 0 ) Tuesday, February 13th, 2018

SendRules

Do you need to BCC or CC someone on certain emails that you send out? Wouldn’t it be great if Outlook could do this automatically for you, or at least prompt you to add the person to the recipients list?

In this post we will show you how can use Send Rules to do this for you. SendRules is one of the components of SendGuard for Outlook.

SendGuard for Outlook is an Outlook addon that checks outgoing emails so that they are sent to the intended recipient’s with the correct information.

SendRules allows you to define your own rules to run on any outgoing emails that can be used to:

  • Check emails for sensitive information (recipients, attachments, keywords etc.) and prompt the for confirmation before emails are sent out.
  • Block sending of emails based on your own criteria.
  • CC or BCC additional recipients based on your own criteria.

Example

Here is a Rule that I have setup in my own Outlook.

A maintenance company looks after maintenance of our office building. My contact person in the maintenance company is Ajesh, and I write to him whenever something needs to be done but… I also found it useful to CC his manager (Shivas) every time I email Ajesh.

It is easy to forget so I have setup SendRules/SendGuard to prompt me to CC Shivas every time I email Ajesh.

I only need to click Yes and the email is automatically CCed to Shivas. If I click No then the email is still sent out but without being CCed to Shivas (I don’t want to bother Shivas for small things).

NOTE: It is also easy to setup SendGuard to CC or BCC without prompting the user if you want.

Step-by-Step

(You will need to have SendGuard for Outlook installed in order to carry out the following. A fully function trial can be downloaded from here.)

Open up the SendGuard Settings screen (Click on the Standss Outlook Addins tab on the ribbon, click on the little drop-down arrow and then click Settings).

SendRules

Click the Add button to create a new Rule.

Give the Rule a name (to distinguish it from other Rules).

SendRules

A Rule contains two parts: an IF part which is the set of CONDTIONS to check the email for, and a THEN part which is the ACTION to take if the conditions are met.

Set the IF condition. In this case, my IF condition is “if the email contains Ajesh’es email address). The If tab has a lot of other conditions that you can check for.

Click on the Then tab.

SendRules

Tick the Show Message box and select the Warning with Yes/No buttons message type (If you don’t want to be prompted, then leave this box unticked).

Enter your message details in the Message Caption and Message Body fields on the screen (You can right click over the Message Body field to enter in tags for the email addresses etc).

Tick the CC to box under the Action on Yes/OK and enter the appropriate email address in the box. This means that if the user clicks Yes then the email will be CCed to the entered email address.

Untick the box Do not send email for Action on No/Cancel. If the box is ticked then the email will NOT be sent out when the user clicks No. In this case I still want the email to be sent out if the user clicks No (but I do not want the CC to be added to the email).

Click OK to save your new Rule and go back to the main Settings screen.

Make sure that your new Rule is ticked in the list of Rules, and then click OK to save and close the Settings screen.

That’s it. Now anytime I send out an email to Ajesh, I get asked if I should CC it to Shivas. Easy.

Trying it out for yourself

SendRules and the rest of SendGuard can be setup easily to carry out all kinds of checks and actions on outgoing emails.

I have another similar rule setup to ask me if I want to add outgoing emails to my CRM system (by BCCing a special email address that they have given me).

Other customers use it to check emails for specific words and recipients.

You can download a fully functional trial version and test it for yourself from here.

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Categories : Send Rules, SendGuard for Outlook Comments ( 0 )

Protect your company from wrongly sent Outlook emails

By standss · Comments ( 0 ) Wednesday, January 31st, 2018

What is the risk to you and your company if an email is accidentally sent to the wrong person? It’s easy to make this mistake (thank you AutoComplete) and the internet is full of horror stories of the consequences.

SendGuard for Outlook provides a simple solution to protect yourself and your company.

SendGuard prompts user for confirmation before emails are sent out.

SendGuard for Outlook

  1. Users can immediately see who the email is going out to. External recipients are highlighted in red as an extra warning.
  2. Send Guard highlights that the email is going multiple domains (can also optionally show an extra prompt)
  3. The prompt can be branded with with your company logo
  4. The prompt can link to relevant corporate email policies
  5. Users also have to review a list of attachments before emails are sent out (attachments can be removed and renamed directly from here)

Extra Protection for the Organization: SendGuard can log details if users click Yes to send the email

SendGuard can be setup to log the necessary details to the Window log or a text file whenever a user click Yes on the prompt.

This can provides additional protection as proof that the organization took adequate steps to minimise the risk of wrongly addressed emails.

SendGuard has many additional powerful features to protect your company from confidential information accidentally being sent to the wrong recipients. This includes Reply-All filtering and a Rules engine that can be used to define your own special checks on emails before they are sent out.

If your organization works with confidential information, click here to find out more about protecting yourself with Send Guard for Outlook.

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Categories : SendGuard for Outlook Comments ( 0 )

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