Tag Archives: Outlook

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 )

Rugby World Cup 2015 Schedules in Outlook

By standss - Comments ( 0 ) Tuesday, September 1st, 2015

The Rugby World Cup  2015 will kick off on the 19th of September with the first game between Fiji and England, so for all you rugby fans who would not want to miss a single match, or at least not your favorite teams matches, here’s how you can download the times for all the games into your Outlook Calendar.

1. Make sure that your computer is setup to the correct time zone. This step is important to ensure that the game time gets shown at the correct time depending on where in the world you are. Go to the Windows Control Panel and open Date and Time.

date_time

(Your screen may be slightly different depending on the version of windows… it may have a separate tab for Time Zone).

Make sure that the correct Time Zone is displayed i.e. the time zone of where YOU are. (I am in Fiji so the screen shot above says Fiji). Click on Change time zone if you need to.

2. Click on the link below to download the Rugby World Cup 2015 schedules:
Download Rugby World Cup 2015 Schedule

* Click on the ADD TO CALENDAR button
* On the pop-up screen, select if you would like the schedule for all teams or for your favorite team only
* Click on the Outlook button. Outlook will automatically open
* In the popup, click Yes
* The new calendar will be added to the panel on the left

The times for all the games will now be in your Outlook.

Enjoy the games and may the best team win.

Categories : Outlook Calendar Tip, Sports Comments ( 0 )

Getting Important (but not-fun) Work Done

By standss - Comments ( 1 ) Wednesday, February 18th, 2015

Here’s a tip that may help to get your important (but not fun work done) and still leave you time to do your enjoyable work. The secret is based on structuring this work as if you were back in high school.

We all have things that we were created to do…. work that we enjoy doing.

It’s probably what we studied in college and what we started our careers doing. But..

Over the years, the roles have changed. Our responsibilities have included things that we don’t enjoy as much.

Our businesses need us to do other things too!

For example:

If you’re a lawyer… or an engineer… or a software developer… or in any creative field, you may find that over the years you have had to do more and more admin and sales work… in fact over time it may feel like you are spending more time doing that kind of work than what you actually signed up for.

Do you find yourself doing all kinds of unproductive things just to avoid making that important sales call, or looking at the accounts?

The type of things I do including checking emails, checking Facebook or going for a cup of coffee… any excuse will do!

This leads to TWO NEGATIVE results.

  1. The work that is important for the business does not get done and
  2. I find I don’t really enjoy the work that I normally would enjoy because (at the back of my mind) I feel guilty for not doing the work that needed to be done.

The solution turned out to be something very simple.

Schedule your (non-fun) work as if you were back in high school

Back when we were in school, we had different classes or periods. Maths was at 10 AM, English at 11 AM and so on. We spent time on all our important subjects because it was scheduled and done at a particular time.

I have found that I am much more productive if I use the same idea for the work that my business needs me to do (but I may not enjoy as much).

blog

I have scheduled various 30 minute blocks of time into my week for Sales Emails, Team Mentoring, and Marketing Analysis. Some of these activities may get more than one period per week.

On the allocated time, I set aside what I am doing and focus on the “Subject” for 30 minutes. Sometimes the works gets done before the end of “class”.

Other times I keep going because I am in the flow and the work seems easy to do.

And if I am not in the flow, I work till the end of the “period” and then leave the subject for the next allocated time on my calendar.

This simple trick has helped me become much more productive. The work that is important to our business is now getting done.

A nice side effect has been that I find myself enjoying my work day much more as I no longer feel guilty for ignoring important work.

I hope that this tip helps you too. If you have other productivity tips, please share it with other readers by leaving a comment below.

Categories : Office Tip, Outlook Performance, project management Comments ( 1 )

Where are you Outlook emails (are you backing up the RIGHT files)?

By standss - Comments ( 1 ) Monday, January 26th, 2015

Do you know where your emails are saved on your computer?

They may not be where you think they are. Here’s how you can find out where your emails are so that you can be sure that they are part of your backup plan.

Last week at the golf club, I spoke to a frustrated fellow golfer who had just lost all his emails…

The harddisk on his old computer had crashed… and when he used his backups top restore his data to his new computer, he was in for a shock.

His Outlook emails were not there… despite having a well-thought out and implemented plan for backing up his computer.

Because Outlook does not actually ask you to save emails in a particular location, it is easy to forget about them.

Where does Outlook save emails?

If your emails are hosted with Office 365 or MS Exchange then a copy of your current emails will be on your server. Hopefully your network administrator is backing them up.

However, if you are using a POP3 mail account (which many people still are) or if you are archiving emails outside of Exchange, you need to know where your emails are being saved.

All your emails are generally saved in one big data file (PST file… which is short for Personal Storage Table). Unfortunately Outlook does not always create this file in a folder that you would remember to backup.

Some users may also have multiple PST files with additional files for Archives etc.

To find out exactly where all your data files are in Outlook 2010/2013:

  • Click File.
  • On the Info Tab, click Account Settings and then Account Settings again.
  • Click Data Files to display a list of all your currently connected data files as shown below.

image 1

Makes sure that you are backing up all the Outlook data files shown above.

Additional Tip: If you’re not using Exchange, you may want to put your main Outlook PST files in your Documents folder. Assuming that you’re backing up your Documents folder regularly, you should be safe.

Categories : Outlook Data Backup Comments ( 1 )

How to update General Information for multiple contacts in Outlook

By standss - Comments ( 0 ) Tuesday, September 9th, 2014

Creating contacts in Outlook is very easy and even before you might realize, you would have hundreds or thousands of them in your Outlook Contacts folder. It is also likely that most of the contacts might have some relation to the others for example working in the same company. Now if the company relocates, would you want to go and change the address for every contact who works in that company? I know I wouldn’t!

Here is an easier method that will let you update the general information for multiple contacts that are linked with one another.

To start off, we simply update the information for one contact (in this case the Business Address) and then Save and Close that contact. Then we modify the view of the Contacts folder so that all the contacts are grouped by that updated field. So for our example of the Business Address that would be;

1. In Outlook 2013/2010, Click View > View Settings…
In all other versions of Outlook, Click View-> Arrange By-> Customize Current View…

2. Click on Group By…

3. At the bottom set the “Select available fields from:” to “Address fields

4. At the top set the “Group items by” to “Business Address” field

5.Click OK and then OK again.

Now you’ll notice that all your contacts are grouped by the Business Address. Select the contacts who still have the old address, drag and drop them into the group of your updated contact. Outlook will now automatically update the Business Address field for all the contacts you added to the group.

The above example was for updating the Business address but you can follow the same steps to update any other outlook fields for multiple contacts

Do you have any other methods of updating multiple contacts? Let us know by leaving a comment.

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Tip# 8 of 8: File (COPY) the e-mails out of your Sent Items folder

By standss - Comments ( 0 ) Thursday, July 17th, 2014

Welcome back folks to the final tip of the 8 simple tips for email management in Outlook series.

We started of this tips series to overcome a common problem… EMAIL OVERLOAD and I had promised to provide step-by-step instructions for a VERY SIMPLE email management system that will work for any businessperson who works with clients, projects or cases. Following this tips, you should be able to:

  1. Ensure that your Outlook data file does not get bloated, slow-down and eventually corrupt itself and die (causing possible loss of some if not all your e-mails)
  2. Backup the correct Outlook data files in case of hardware failure
  3. Organize your emails so that your E-mail Folders matches your paper filing structure
  4. File your e-mails in a way that lets you quickly see all correspondence (incoming, out-going, to and from anyone) for a project quickly and easily in one place
  5. Get some control over your e-mails and use your Inbox like a proper In-tray holding only the items that need your attention.
  6. Easily archive e-mails for completed projects with other electronic documents (Word files, Excel files etc) for the same project.
  7. Quickly find specific e-mails for a project.

Last week we looked at how to keep a clean and organized Outlook Inbox so it acts like a To-do list rather than a storage space.

Today we will look at organizing your Sent emails because this emails are as important and crucial as your incoming emails.

The e-mails that you write to your clients can be crucial for
clarification and dispute resolution later.

E-mails that you send are moved from the Outbox to the Sent Items folder after they have been sent.

You must move or copy the e-mails that you want to keep for future reference from the Sent Items folder to the appropriate folders in your E-mail Filing System. Any remaining e-mails can be deleted (or left in the Sent Items folder if you want).

Our customers tell us that they prefer to have a copy of the email filed in the relevant project folder and also leave a copy in the Sent Items folder. This enables them to fill in timesheets at the end of the day, quickly answer queries about something sent in the last few days etc.

How do you copy emails instead of moving them?

  • Right-click (instead of Left-click) and then drag and drop.
  • When you drop the email (release the right mouse button) you will get presented with the option to Copy or Move. Click on Copy.

In our experience, Sent e-mails are the Number 1 reason that E-mail Filing Systems fail so… set aside some time periodically (at the end of the day or week) to move these e-mails to the correct folder

This brings us to the end of this 8 Simple Tips for Email Management in Outlook series.

I do hope that you have found this tips useful and hopefully are ruling over your emails rather than the other way around.

This tips have worked for thousands of people and there is no reason why it shouldn’t work for you so if you still haven’t gone through this step by step, here are quick links to all the post.

Tip #1 of 8: Turn Off Auto-Archiving in Outlook
You should archive e-mails as projects are completed. Don’t disorganize yourself by archiving based on dates.

Tip #2 of 8: Think carefully before using Outlook Rules
Rules can cause you to miss taking action on certain e-mails and also filing them into incorrect folders.

Tip #3 of 8: Find out where your Outlook data file is and backup regularly
How can you be sure that your Outlook data is being backed up if you don’t know where it is?

Tip #4 of 8: Split your Outlook data into more than one file
This technique will stop your e-mail file from getting bloated, slow and eventually corrupting itself and dying.

Tip #5 of 8: File your e-mails using the same folder structure as you do for your paper files
Filing e-mails into folders makes it much quicker and easier to file, find and archive e-mails later.

Tip# 6 of 8: Setup Outlook so that it is easy to drag and drop e-mails to the correct folders

Tip# 7 of 8: File things out of your Inbox as soon as you have READ the e-mail

What’s Next…

A lot of our blog readers have requested for a PDF version of the tips so that they are able to recap the tips in one place and also keep a printed copy of it on their desk as a reminder to keep following this tips to manage their emails… as it is very easy to forgot this in our busy schedules.

I have started compiling all this tips into a PDF version and will have it available for download next week on our blog.

THIS WILL BE AVAILABLE FOR FREE SO DO CHECK IN TO GET YOUR OWN COPY

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.