Exchange 2010 Mailtips

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lxsw20

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#119428 31-May-2013 15:37

With all the media lately about public sector workers accidently leaking peoples private information because they have added a wrong email address or attachments that shouldn't be going to the public and so on, we are looking at ways to prevent this at work.

I'm looking at the possibility of using mailtips for this, but a few questions:

-Can mailtips make the user press an OK or Don't send button? Scenario: A pop up when you press send "You are about to send an email to 3 people, 1 of which is external, you have attached the document privateinfo.xls"

-Is mailtips attachment aware? I know in 2013 it can alert on the word "attached" and let you know you have attached something. I'm more looking for a summary of what is about to be sent, but the ability to show where something has not been attached when it should would also be handy.

-If mail tips don't sound like the right thing to be used, does anyone know of any Outlook client side add-ons that would do what we want?

Personally I think this is a bit of a half solution because it doesn't cater for ActiveSync devices but I guess it's better than nothing.

Any help appreciated!

gjm

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#828885 31-May-2013 16:29

We just removed everyones cached outlook entries. Now they can use the control k shortcut after typing the first few characters or select the address from the GAL manually. It just makes people think more about who they are sending to. Not sure about mailtips sorry.

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lxsw20

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#828889 31-May-2013 16:38

Yeah that has been suggested, I personally think it would be a bit painful. Far from best practice but some people almost use them as their address book!

gjm

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#828894 31-May-2013 16:42

yup it was painful but seeing as how I work in a public sector org and we had the CEO email everyone what we were doing there wasnt much people could say about it

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Ruphus

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#828919 31-May-2013 17:52

We've had a few meetings about Data Loss Prevention(DLP) over the last few weeks. The first request was to remove the use of Frequently Used Contacts and only pull from the GAL as suggested above.

Email classification will be the next step which will require users to classify all emails that are sent. For example, emails classified as confidential will not be allowed to be sent externally. This can be setup with the use of transport rules.

There's a fine line between impeding users productivity and securing the email client.

http://www.microsoft.com/exchange/2010/en/in/information-protection-and-control.aspx

Edit: Fixed link

dohodoho

1 post

Wannabe Geek

#1027581 18-Apr-2014 21:27

-If mail tips don't sound like the right thing to be used, does anyone know of any Outlook client side add-ons that would do what we want?

Hi, I saw the exact same need for an enhanced MailTips like popup for external email adresses and I created an Outlook add-in to solve my problem. The plugin is called SafeSend and it asks the user to confirm external email addresses before an email can be sent. I reasoned that more 95% of the emails sent in our organization were internal, and then an extra confirmation when sending external emails would do little harm and potentially very much good.

www.safesendsoftware.com

Aaroona

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#1028614 21-Apr-2014 16:33

Mailtips doesn't have any extra functionality, unfortunately, as far as I'm aware.

But to give you an idea, we implemented the removal of the cached entries for outlook for a certain department that deals a lot with confidential data. It's enforced by group policy, at the user level.

We are looking at other solutions, but on top of that we have also turned on a mailtip for the Org, which alerts you when you are sending an email externally.

As suggested above though, theres only so much you can do before it becomes counter-productive. At the end of the day, there's only so much technology can do, for a people issue.