Need help getting started with Safeguard Send Core? This guide explains how to use the Outlook add-in. This modern web app helps you to avoid mistakes by putting up a warning prompt whenever you go to send an email outside your company, or if there’s a certain number of recipients, or a certain number of attachments (or any combination of these conditions).
Note that this app is similar to the Microsoft 365 specific version of Safeguard Send for Microsoft 365, except that it presents a different prompt. However, just like Safeguard Send for Microsoft 365, it also works in desktop Outlook on Windows (both classic and new), Office on the web, and on Macs. However, this version does not support phones (yet!) due to a Microsoft limitation.
This article assumes that you or your IT Admin has installed the add-in into Outlook. If not, please consult this article on how to install Safeguard Send Core.
When you create your subscription, an account is created for you, then by default a rule is created that simply displays a warning prompt when you send an email outside your company similar to this:
In the sample above, the outlook.com address is external to the company, and so is called out in the warning prompt. Up to 5 external email addresses can be shown in list. After that, an “…and others” line will be shown, indicating that there are other external recipients. Internal recipients, that is, those that are in the same company as you, are ignored.
Note that the individual recipient’s email addresses are displayed, not just their email “display names”. This helps to prevent mistakes by allowing users to examine the email addresses carefully to be sure that this is what is intended.
And that’s it! A super simple path to a more secure environment.
At this point you might be asking how you can change the warning prompt, say the words used, or possibly something bigger like only have the warning prompt show when there is also an attachment (like we’ve shown above), or even if one of the recipients has a domain ending in gmail.com or hotmail.com, etc. To do this, all you need to do is add a new rule in your dashboard just like you would with Safeguard Send for Microsoft 365, both of which use one or more rules for greater flexibility when checking outgoing emails.