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

sendguard

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.

sendguard

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.

Main for post sendguard

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.

Main for post sendguard

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

3 Common Email Mistakes that Cost Organizations Time and Money

By standss · Comments ( 0 ) Wednesday, August 24th, 2016

3 Common Email Mistakes

In this post we look at 3 simple mistakes that emailers make that can cost their companies everything from a few wasted minutes, to upset co-workers to lost clients.

We also look at steps that organizations can take to protect their people and themselves from these mistakes.

Protect your organization from the following common email mistakes by using SendGuard for Outlook.

Hitting Reply All too often

Just because the email that you received was addressed to multiple people does not mean that your reply should also go to them all.

We all already receive too many emails and it can be annoying to receive emails with one or two words acknowledging receipt of the emails etc.

They may not be as bad as spam but they have a similar effect… they take our attention away and waste our time.

For Individuals: Your unneeded reply-to-alls could be annoying your contacts and even training them to start ignoring your emails. Think carefully before you click Reply All.

For Organizations: Unneeded Reply-All emails cost businesses many hours of lost time and productivity every year. Reclaim this time by using addons that get users to confirm that they do in fact want to email everyone when they click Reply-All.

Forgetting to email everyone

On the flip side to the above, sometimes a Reply-All makes senses (or at least a Reply-to-Some of the original recipients).

This may be required to keep everyone in the loop or for your own personal protection.

For Individuals: Always check if an email has multiple recipients and decide who should be part of your reply

For Organizations: A lot of valuable time can be wasted resending emails to missed recipients. Use an addon similar to SendGuard which will prompt when you do a Reply (and not a Reply-All) on an email with multiple recipients that you may also want to include others in it.  SendGuard even lets you change the recipients without having to go back to the email.

Emailing the Wrong Person

Outlook has a great (and also greatly dangerous) feature called Auto-Complete. You don’t need to remember anyone’s email address… type in a few characters in the To, CC or BCC field and Outlook fills in the email address for you.

Unfortunately, this makes it very easy to accidentally send the email to the wrong person. The Internet is fill of disaster stories where this has led to lost clients, large lawsuits etc.

For Individuals: Check your email’s recipients before clicking Send. Better yet, install software similar to SendGuard that will display the recipient’s name(s) to you again before sending the email out.

For Organizations: Deploying software similar to SendGuard for Outlook may also provide additional legal protection because it shows that the organization took extra steps to protect against accidents of this king.

How to Protect Yourself and Your Organization

Our SendGuard for Outlook is already protecting thousands of Outlook users in businesses of all sizes around the world.

  1. SendGuard detects potential mistakes in emails and prompts users before emails get sent out
  2. Organizations may have additional protection in lawsuits because (if needed) they can show that they took extra steps by using SendGuard to minimize incidents of mistakes such as this.

SendGuard consists of a number of different email security features, but based on user feedback we recently introduced the new SendConfirm and Reply Guard bundle to specifically protect against the mistakes identified in this post.

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

Email Etiquette and Reply-to-Alls

By standss · Comments ( 1 ) Monday, March 23rd, 2015

The Reply-to-All button in Outlook can be both dangerous and an enormous time-waster, particularly in larger organizations. In this post we look at when it is OK to Reply All and how you can configure Outlook so that you (and others) make the correct choice between Reply and Reply-to-All.

What is the problem with Reply-All?

  1. Productivity: It wastes time and important network bandwidth.

Have you ever been part of an email chain in where people start doing Reply-Alls and saying things like “Noted”, “Received” or “Thanks”?

Now imagine this in a big organization where hundreds of users are wasting valuable time looking at those emails.

  1. Confidentiality

Sometimes you want to email only the Sender of the email with your thoughts and extra information. Clicking Reply-All can accidentally put everyone in the loop and can lead to embarrassing and possibly expensive mistakes.

When should you use Reply All?

This article from the Huffington Post on Email Etiquette has some scenarios that provide guidance on deciding.

The answer to this is common sense.

Use Reply All only when all recipients NEED to be kept informed. Otherwise just Reply to the people who actually need to be emailed.

The other way to decide is to look at the original email to see if it meant to be a conversation or discussion.  If the answer is YES, and you are adding something of value then a Reply-All is appropriate.

When should you NOT use Reply All?

  1. For a personal comment or conversation with one of the recipients, particularly if you are bad-mouthing one of the other recipients.
  2. When you want to acknowledge to the original sender that you have received the email with a short.

Is it possible to reduce Reply-Alls in your organization?

Out of the box, Outlook requires users to exercise restraint. Unfortunately this rarely happens. It is too easy to click Reply-All.

We created Reply-Guard for Outlook to assist with this. Reply Guard is a component of our Send Guard for Outlook product that is already used by thousands of companies around the world.

Reply Guard does more than just warn users. It immediately makes it obvious to users exactly who will be receiving the email.

You can find out more about Reply Guard in the next blog post.

Reasons why you should avoid using BCC for emails + Alternative Solution

By standss · Comments ( 6 ) Tuesday, September 16th, 2014

Outlook users BCC emails for two main reasons… sending sales/marketing emails or sending someone a copy of the email without letting the other recipients know. We strongly recommend that you DON’T use the BCC field for either purpose. Why?

  • Your sales/marketing emails will probably get caught in SPAM filters: Stuffing the TO/CC/BCC field with email addresses makes your email look like spam and it might be caught by the SPAM filters, which means your recipients might never receive your email about an important announcement/sale/event etc.
  • Your sales/marketing email might not get read even if it gets past the spam filter (because it looks too much like a sales email to the recipient)
  • If you used BCC to keep a recipient hidden from others, imagine what would happen if the hidden recipient did a reply-to-all! Suddenly the other recipients would be aware that you had been using BCC and depending on the nature of the email conversation, this may be viewed as dishonest or sneaky.

What to do instead of using the BCC field?

Send Personalized Individual emails (Marketing or Sales emails)

Your emails have a better chance of reaching the recipients inbox if it is personalized and addressed to that person.

You can either send the same email to the recipients one at a time (compose a new email and copy paste the content) which would be time consuming… or

You can use an easy mail merge tool like Email Merge for Outlook to send out personalized individual copies of the email to each recipient. Each recipient will get a personalized copy of the email which is addressed only to him/her.

Forward Emails (when you need to hide a recipient from the others)

If you need to send someone a copy of an email without others knowing about it, don’t BCC them on it. Instead send the email out to the “disclosed” list of recipients. Then forward a copy of the Sent email to the “hidden” recipient. Now if the hidden recipient reply’s to the email, the reply will only come to you.

Avoid accidental Reply-To-Alls yourself

If you or others in your organization are dealing with confidential information that you are BCCed on, you might want to also look at Send Guard for Outlook to avoid doing an accident Reply-to-all yourself!

Send Guard has special filters that check emails as you respond to them and as they are sent out.

A special prompt will warn you and ask for confirmation if you reply to an email on which you have been BCCed.

This can avoid the accidental disclosure to other recipients that we referred to earlier.

I hope you find this tip useful.

If you know of other email abuses or ways to avoid email abuses, share it with us by leaving a comment below

Related Posts:

How to create NON-SPAM emails that get opened and read

When to BCC Emails in Outlook

subsribe_now

Mail Merge from Outlook to Microsoft Access

By standss · Comments ( 0 ) Monday, July 14th, 2014

Do you have lists in Microsoft Access that you need to send sales or marketing emails to? You can now email merge directly from Outlook using data stored in Microsoft Access.

Mail Merge is the process of taking one letter (or email) and then personalizing and sending it out to many people. Each person gets a separate copy of the email with only their own name on the To field. The email subject and body can also be personalized with their details.

Thousands of users have been using our best selling addin Email Merge PRO for Outlook to send out sales and marketing emails from Outlook using Outlook data or lists saved in Excel spreadsheets.

We have now updated Email Merge PRO so that you can also use data from Microsoft Access databases.

Email Merge gives you an easy step-by-step Wizard that results in individual personalized emails.

email_merge_access

If you’re an existing user of Email Merge PRO, you can download the update for free.

If you haven’t tried it yet, download a functional trial of Email Merge PRO from our website.

Saving (Exporting) Outlook emails with your other files

By standss · Comments ( 0 ) Friday, May 16th, 2014

Here’s a quick tip on how you can save one or more emails outside of Outlook. This is very useful if you want to save your emails on your harddisk in Client folders along with Word files etc.

Step-by-step

Go to the folder (inside Outlook) that has the emails.

Select the email you want to export out of Outlook (You can also select multiple emails by holding down the CTRL button on the keyboard and then clicking on the emails).

Click File-Save As.

Enter a filename.

Choose a format from the drop-down.

Click Save.

What format should you use?

The two common formats that you can use are:

Outlook Message Format (msg): This creates a copy of the entire emails outside Outlook for you and has any attachments etc still as part of the email. This only works when you are exporting single emails. You will also need to have Outlook to view the message in the future.

Text Only (txt): This creates a plain text file (all formatting and attachments are removed). This option is also available when you try to export multiple emails… all emails are put in the one text document with header information (date/sender/recipient/Subject) clearly identifying each email.

What about exporting to PDF?

Outlook cannot export directly to PDF format. However if you are using QuickFile for Outlook-Ultimate Edition<http://www.standss.com/quickfile>, you can export all or selected emails from any folder into a PDF file. The PDF file will have a clickable table of contents (list of emails in date order) at the top and will also have links to all attachments.

On the QuickFile section of the Ribbon, click More Actions-Export Emails.

image001

 

oi_kbd_scuts

Subscribe to Outlook for Business Blog

 

 

Search Blog

Archives