This guide explains how to install and use the Safeguard Send for Office 365. This 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 Outlook (desktop) version of Safeguard Send, except that in addition to working in Outlook desktop, it also works in Office on the web, and on Macs. However, this version does not support phones (yet!) due to a Microsoft limitation.
There are minimum requirements to run the add-in. In particular you must have one of the following platforms:
- Outlook 2013 or later on Windows
- Outlook 2016 or later on Mac
- Outlook on the web for Exchange 2016 or later and Office 365
- Outlook on the web for Exchange 2013
Assuming you have one of the clients mentioned above, you can install the add-in by following our add-in installation guide.
Once installed you’ll be able to see the Safeguard Send toolbar button by composing a new email, then clicking the three little dots at the bottom of the compose window:
Click the button (shown in the red box above) to display the add-in’s task pane, where various options to control the add-in exist:
In this example, the add-in will display a warning prompt if the email has any recipients that are not in the sperrysoftware.com domain. Note that we used a wildcard here to indicate that anyone who does not have a sperrysoftware.com email address will be flagged. Also, if your company has multiple domains, they can be separated with a comma. For example, “*sperrysoftware.com, *sperrysoftware.net”.
The Number of Recipients and Number of Attachments options are not used in this example but if they were, the conditions are ANDed. In other words, if the Number of Attachments option was checked and given a value of 1, along with the option to warn when sending outside the company, then the warning prompt would only occur if the email was going outside the company AND there were at least 2 attachments on that email.
Back to our example, if we compose an email to go to three fictitious recipients (email@example.com, firstname.lastname@example.org, and email@example.com) then click on the Send button, Safeguard Send will display a prompt similar to this:
Note that the individual’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 they intended to do.
In addition to recipients, if there are attachments they will be displayed as well. However, only if the condition to check the number of attachments is enabled.
The task pane does not have to be shown in order to have the app check outgoing emails.
In fact, if you are a volume customer your customized version can leave this task pane out. It can also be customized to support multiple independent “rules” each with its own conditions, settings and warning prompt texts. To sign up a with a custom version, simply purchase a Standard or Professional subscription, then fill out this questionnaire to specify your rules.