Changing the Confirmation Prompt when sending out emails

By standss 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

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