Prompt before sending external emails
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Hi Team, does anyone know a way to have Outlook prompt before sending emails to external senders so we can help prevent accidental sending to wrong recipients?
IE. I believe this can be done using MailTips or at least MailTips will show a bar at the top whilst we compose indicating who the message will go to?
We use Office 365, so wondered if anyone knows how to enable/setup this kind of feature or any 3rd parties that do this well?
Thanks in advance.
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This sounds very much like IT trying to fix a broken HR/management problem. I haven't looked at Office365/Outlook, but it should always have the list of recipients in the appropriate box.
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@Joel said in Prompt before sending external emails:
IE. I believe this can be done using MailTips or at least MailTips will show a bar at the top whilst we compose indicating who the message will go to?
This is probably a more of a best practice/training than IT trying to find a solution.
Personally, I would create a spreadsheet with a list of all candidates/recipients, then paste them when I am sure I have the correct information. That is how our marketing person do her job.
OWA should have the ability to use semicolon or comma to separate each emails, so using =concate in excel should easily create a string of emails for you. Outlook is smart enough to separate them by spaces.
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@travisdh1 said in Prompt before sending external emails:
This sounds very much like IT trying to fix a broken HR/management problem.
This ^
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While I'm generally the first to jump on HR not doing their job... there is just a human factor is mistakenly getting the wrong email address sometimes. While this seems like it would be a pain to deal with day to day, I can see why you would want it no matter what HR was doing.
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@scottalanmiller said in Prompt before sending external emails:
While I'm generally the first to jump on HR not doing their job... there is just a human factor is mistakenly getting the wrong email address sometimes. While this seems like it would be a pain to deal with day to day, I can see why you would want it no matter what HR was doing.
I agree with you Scott. This would be a nice feature to set up. I do train my users and my users are very diligent in this as we are a law firm. So sending the email to the wrong side could very easily be a case of attorney malpractice. So with the severity of this for some cases I don't think it is unreasonable to ask this. I have not found a good way to handle this, so we just train train train train on it.
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@black3dynamite said in Prompt before sending external emails:
This is something I have to setup for multiple companies since they don't always catch the addresses on emails.
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@Joel Would your users benefit from setting up contact groups? The idea being they only have to select and verify a single group instead of all the email addresses.
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I have been tasked with finding this same solution. We have been running a proof of concept trial on SafeSend (https://www.safesendsoftware.com). It is essentially an Outlook plug-in. For all external e-mail it prompts the sender to verify the intended recipients. There is also an option to turn on to verify any attachments as well. The price quoted is a little more than I would want to pay for a plug-in, but considering we had 3 instances last year of sensitive e-mail sent to incorrect recipients we think it's worth it.
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@sully93 said in Prompt before sending external emails:
I have been tasked with finding this same solution. We have been running a proof of concept trial on SafeSend (https://www.safesendsoftware.com). It is essentially an Outlook plug-in. For all external e-mail it prompts the sender to verify the intended recipients. There is also an option to turn on to verify any attachments as well. The price quoted is a little more than I would want to pay for a plug-in, but considering we had 3 instances last year of sensitive e-mail sent to incorrect recipients we think it's worth it.
That looks interesting. For where I work. One email could wreck a lawsuit worth millions upon millions of dollars. So when compared to that most of the time cost isn't a factor.
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@sully93 said in Prompt before sending external emails:
I have been tasked with finding this same solution. We have been running a proof of concept trial on SafeSend (https://www.safesendsoftware.com). It is essentially an Outlook plug-in. For all external e-mail it prompts the sender to verify the intended recipients. There is also an option to turn on to verify any attachments as well. The price quoted is a little more than I would want to pay for a plug-in, but considering we had 3 instances last year of sensitive e-mail sent to incorrect recipients we think it's worth it.
uh - stuck in a legacy world of full local apps. What about users who send emails from their phones?
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@Dashrender said in Prompt before sending external emails:
@sully93 said in Prompt before sending external emails:
I have been tasked with finding this same solution. We have been running a proof of concept trial on SafeSend (https://www.safesendsoftware.com). It is essentially an Outlook plug-in. For all external e-mail it prompts the sender to verify the intended recipients. There is also an option to turn on to verify any attachments as well. The price quoted is a little more than I would want to pay for a plug-in, but considering we had 3 instances last year of sensitive e-mail sent to incorrect recipients we think it's worth it.
uh - stuck in a legacy world of full local apps. What about users who send emails from their phones?
While a good question if you want to break off, it has nothing to do with the thread because the OP specifically wants an Outlook solution.
