Safeguard Send for Microsoft 365 is an add-in that helps you avoid sending emails to the wrong recipients or with the wrong attachments. It does this by prompting you to confirm the recipients, attachments, and subject before sending an email. However, this add-in has some limitations and drawbacks that you should be aware of before using it. In this article, we will discuss these limitations and how to change the default behavior of Outlook when using an on-send add-in.
One of the limitations of Safeguard Send for Microsoft 365 is that the administrator’s dashboard is only available in English. The dashboard is where you can configure the settings and rules for the add-in, such as which domains or keywords to check for. However, the prompt that appears when you send an email outside the company can be in any language by supplying the text in the wanted language. For example, let’s say you have a rule that in English will prompt “You are sending an email outside the company. Are you sure you want to do this?” and you want to use a Spanish prompt. You can simply change the prompt text to be “Estás enviando un correo electrónico fuera de la empresa ¿Estás seguro de que quieres hacer esto?”.
Another limitation of Safeguard Send for Microsoft 365 is that it does not work on phones. This means that if you send an email from your mobile device, you will not see the prompt and you will not be able to verify the recipients, attachments, and subject. This could increase the risk of sending an email to the wrong person or with the wrong file. Therefore, you should be extra careful when sending emails from your phone or use another device if possible.
A third limitation of Safeguard Send for Microsoft 365 is that it does not work with IMAP or POP3 accounts, which are commonly used by Gmail users. This is because these types of accounts do not support on-send add-ins, which are add-ins that run when you click the send button. If you use an IMAP or POP3 account, you will not be able to install or use Safeguard Send for Microsoft 365. However, there is an alternative solution for you: the traditional Outlook desktop version of Safeguard Send, which you can find on our website. This version works with any type of account and has similar features as the Microsoft 365 version.
A fourth limitation of Safeguard Send for Microsoft 365 is that it disables the Send Later feature on Macs. The Send Later feature allows you to schedule an email to be sent at a later time or date. However, if you have Safeguard Send for Microsoft 365 installed on your Mac, this feature will not be available and you will only be able to send emails immediately. This could be inconvenient if you want to plan ahead or avoid sending emails at inappropriate times.
A fifth limitation of Safeguard Send for Microsoft 365 is that it does not work with shared mailboxes or group mailboxes, unless delegate access has been granted to the add-in. Shared mailboxes and group mailboxes are mailboxes that multiple users can access and send emails from. However, Safeguard Send for Microsoft 365 will not run on these mailboxes unless each user has given permission to the add-in to access their mailbox. This can be done by following the instructions at https://docs.microsoft.com/en-us/office/dev/add-ins/outlook/delegate-access. Otherwise, you will not see the prompt when sending emails from these mailboxes.
A sixth limitation of Safeguard Send for Microsoft 365 is that it does not work in offline mode. Offline mode is when you can access your emails without an internet connection. However, Safeguard Send for Microsoft 365 requires an internet connection to run and verify the recipients, attachments, and subject. If you try to send an email in offline mode, you will see an error message and the email will not be sent. Therefore, you should make sure that you have a stable internet connection when using Safeguard Send for Microsoft 365.
A seventh limitation of Safeguard Send for Microsoft 365 is that it is affected by the order of installation of other on-send add-ins. On-send add-ins are add-ins that run when you click the send button, such as Safeguard Send for Microsoft 365. However, if you have multiple different on-send add-ins installed, they will run in the order that they were installed. This means that if another on-send add-in runs before Safeguard Send for Microsoft 365 and blocks or modifies the email, then Safeguard Send for Microsoft 365 will not run or will run on the modified email. Therefore, you should be careful about installing other on-send add-ins and make sure that they do not interfere with Safeguard Send for Microsoft 365.
Finally, we discuss how to change the default send behavior of Outlook when using an on-send add-in like Safeguard Send for Microsoft 365. The default behavior is that if something goes wrong with the add-in during processing, such as a network error or a timeout, then Outlook will block the email from being sent and show an error message. However, this behavior can be changed by following the instructions at https://docs.microsoft.com/en-us/office/dev/add-ins/outlook/outlook-on-send-addins?tabs=windows. These options can help you avoid losing or sending an email that has not been verified by the add-in.
In conclusion, Safeguard Send for Microsoft 365 is a useful add-in that helps you prevent sending emails to the wrong recipients or with the wrong attachments. However, it has some limitations and drawbacks that you should be aware of before using it. You should also know how to change the default behavior of Outlook when using an on-send add-in in case something goes wrong with the add-in during processing. By understanding these aspects, you can use Safeguard Send for Microsoft 365 more effectively and safely.
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How to Change the Default Send Behavior of Outlook When Using Safeguard Send for Microsoft 365