Prevent Sensitive Email Mishaps: How Sendguard Ensures Your Emails Reach the Right Recipients

Do you fear your business could face data breaches from unintended or malicious email disclosures?

Are you concerned about accidentally sharing sensitive information with the wrong recipients?

The challenges related to email security and compliance are real concerns which need to be addressed to protect your business and uphold its reputation.

We understand your concerns, but it’s time to talk about the robust solution we have to address all your issues seamlessly. It’s the SendGuard add-in for Microsoft Outlook. If you don’t want to lose your sensitive information, then dive into our blog to understand how SendGuard can help you thrive in this competitive business landscape.

A Brief Description of SendGuard

SendGuard is a powerful and user-friendly add-in for Microsoft Outlook which empowers your team to avoid sending sensitive information to the wrong recipients. The working principle of SendGuard is based on setting up custom rules that detect potential risks and inform the users before sending emails.

Additionally, SendGuard reviews attachments and offers encryption options to protect sensitive content, enabling your organisation to maintain security and compliance seamlessly. Its intuitive design streamlines data protection, making it easier for you to manage email communications in a secure way.

What are the Capabilities of SendGuard?

SendGuard provides outbound email protection with various capabilities that enhance its reliability and user experience. Below are some key factors that make SendGuard a standout choice.

Review Recipients and Attachments 

SendGuard has a Send Confirm feature that adds an extra layer of security as it requires users to review and confirm recipients and attachments before sending an email. If the user clicks “Send”, a prompt is shown that displays a list of all recipients and attachments, leading to the prevention of mistakes.

Administrators can control the showing of prompts, such as for all emails or only those sent to external recipients. Additionally, external domains appear colour-coded in the prompt, making them easily detectable, which reduces the risk of sending sensitive information to the wrong person.

Data Loss Prevention Alert

One important feature of SendGuard is Data Loss Prevention. Its capability is to help protect against the accidental sharing of sensitive information. This feature scans the email’s subject, body and attachments to detect confidential or inappropriate content based on custom search lists which you can create using regular expressions or word lists.

If potentially sensitive content is detected, SendGuard can prompt users with a warning, requiring them to confirm sending by ticking a box or typing a confirmation. For added security, it can even block the email entirely if necessary, ensuring that sensitive data is protected before it leaves your organisation.

Automate Email Security Action

SendGuard’s Send Rules feature allows you to define and automate specific actions on outgoing emails based on custom conditions. Using the Send Rules engine, you can create rules that automatically trigger actions if certain criteria are met. For example, you can set conditions to check email recipients, subject lines, body content or attachment details.

Depending on these conditions, the system can warn users, block the email from being sent, automatically CC or BCC additional recipients (such as the compliance team), or mark the email for encryption. Additionally, custom scripts can be created to check for unique conditions tailored to your specific requirements, providing a flexible and powerful tool for ensuring email security and compliance.

User actions Logging and Reporting

One of SendGuard’s key capabilities is its ability to log and report user actions, providing an audit trail that enhances impact assessment, protection and compliance. By capturing basic details of the sender and sent emails, SendGuard helps reduce organisational liability.

All logged data is securely saved to your own Azure account, ensuring that your data remains protected and compliant with regulations. The data is stored in a standard format, making it easy to integrate with tools like Power BI or Splunk for in-depth analysis. Additionally, a Power BI reporting module is available upon request to streamline reporting and lights further.

Centralised Deployment and Configuration

An essential capability of SendGuard is its centralised deployment, configuration and management features. This allows organisations to use the Microsoft 365 admin panel to deploy SendGuard to all users seamlessly.

All settings, including security configurations and user prompts, are managed centrally, ensuring consistent application across the organisation. Additionally, administrators can display custom branding and links to security policies on prompts, reinforcing company guidelines and enhancing user awareness of security protocols.

Versatile Platform Capability

SendGuard has versatility across multiple Outlook platforms, making it an adaptable solution for diverse work environments. SendGuard for Microsoft 365 integrates seamlessly with Outlook on various platforms, including Outlook for Microsoft 365 (Outlook Web Access -OWA), Outlook for Office 365 Desktop (both Classic and New Outlook versions), and Outlook for Office 365 Mac (both legacy and New Outlook versions).

Additionally, SendGuard offers a separate COM add-in specifically designed for Outlook Desktop on Windows, ensuring comprehensive coverage and functionality across different Outlook setups.

What are the Risks of Misdirected Emails?

The consequences of an incorrectly sent email vary depending on who receives it and what information it contains. Misdirecting a confidential email can have serious repercussions for data security and privacy. Below are some key issues your organisation may encounter.

Privacy Violation Consequences

When an email containing confidential customer, client or company information is sent to the wrong person, it is deemed a data breach or loss. It can trigger fines for failing to adhere to data privacy and compliance standards and can also undermine customer trust and harm the organisation’s reputation.

Beyond financial penalties, data breaches often involve legal consequences, specially if the information is subjected to specific protective regulations.

Increased Regulatory Scrutiny

Sending confidential emails to the wrong recipient can attract increased scrutiny from regulatory bodies. Data protection authorities globally may initiate more frequent and in-depth audits of your organisation’s data protection practices.

These audits can be demanding, consuming considerable time and resources and may require comprehensive documentation and proof of compliance measures.

Retention Rate Impact

Client trust is essential for loyalty, specially in industries managing sensitive data, financial details or proprietary information. If client sees their data as insecure, they may choose to take their business elsewhere.

This can lead to lower client retention and the loss of valuable long-term clients, impacting sustained business growth. A data breach can undermine the organisation’s perceived competence and reliability, causing clients to question the safety of their information.

Data Protection Penalties

Organisations are subjected to fines and penalties under regional and industry-specific data protection regulations if they fail to deploy robust security measures to prevent data loss incidents. These penalties can encompass various violations, such as the accidental sending of emails to incorrect recipients.

Implementation Guide

SendGuard is an advanced email security solution designed to protect your communications. It offers email encryption, attachment scanning, and spam protection, ensuring your sensitive data remains safe during transmission. With real-time phishing detection and two-factor authentication, SendGuard prevents unauthorized access and secures personal information. It also features smart reminders to avoid sending wrong attachments or emails. Ideal for businesses and individuals, SendGuard integrates seamlessly with popular email clients like Gmail and Outlook. Enhance your email security with SendGuard and ensure safe, reliable communication every time.

Initial Setup Steps

• Create an Account: Sign up for a SendGuard account on the official website.
• Install the Plugin: Download and install the SendGuard plugin for your email client, such as Gmail or Outlook.
• Configure Email Security: Set up encryption, spam protection, and attachment scanning for secure email communication.
• Enable Two-Factor Authentication: Add extra security by enabling two-factor authentication for your account.
• Test the Features: Send a test email to ensure encryption and security features are working.

Ensure your email client is up-to-date for smooth integration. This simple setup secures your emails, protecting sensitive data.

How Can SendGuard Transform Customer Experience?

SendGuard transforms the user experience by providing a comprehensive, intuitive approach to email security. It reviews recipients and attachments, offers optional encryption and logs sent email details for tracking.

External domains are colour-coded for easy identification, and users can choose to send immediately or delay for potential recall. Customisable branding, including your logo and email policy links, ensures seamless integration with your company’s security protocols.

Safeguard Company Image

Mistakes in sending confidential emails can tarnish a company’s image. SendGuard helps avoid such errors, ensuring your business maintains its reputation and trust with clients and stakeholders.

Meet Industry Standards

Regulated industries like finance, healthcare and professional services adhere to strict data handling standards. SendGuard helps these sectors comply with regulatory requirements by safeguarding against data leaks and ensuring secure communications.

Protect Against Financial Damage

Mistakes in email delivery can result in significant financial repercussions, such as lost business and clients. SendGuard helps prevent these costly errors, ensuring that emails are sent accurately and protecting your company’s financial health.

Prevent Security Breaches

SendGuard prevents the accidental sending of emails to incorrect recipients, reducing the risk of exposure to sensitive information. This proactive approach helps prevent security breaches that could lead to data leaks or unauthorised access.

Conclusion

It is now clear that SendGuard is an essential element to prevent costly email errors and protect your sensitive information. Therefore, if you are considering implementing this crucial add-in for Outlook, you will need guidance on how to proceed.

This is where we can help you with our experts in Dynamics Square. We are always at your service round the clock with prompt and accurate responses to your queries. Book a free demo to understand how SendGuard can transform your operations before making investment decisions.

Dynamics Square is known for its commitment to providing trusted and transparent services. We handle every customer issue, from implementation to support, with equal importance and care. Our Microsoft-certified professionals are here to address your concerns and help you make informed decisions.

Frequently Asked Questions

How does SendGuard help secure sensitive data you send via email?

SendGuard secures sensitive data by:

• Email Encryption: Ensures all outgoing emails are encrypted, protecting data from unauthorized access.
• Secure Attachments: Scans and encrypts attachments to prevent exposure to malware or viruses.
• Two-Factor Authentication: Adds an extra layer of security to your account for added protection.
• Phishing Detection: Identifies and prevents phishing attempts, safeguarding personal information.
• Automatic Alerts: Notifies you of potential security risks before sending sensitive information.

How can SendGuard prevent sending a wrong email?

SendGuard helps prevent sending the wrong email by:

• Recipient Verification: It checks and confirms the recipient's email address before sending.
• Subject and Content Matching: Alerts you if the subject or body doesn't align with the email's purpose.
• Double-Check Reminders: Provides reminders to review the email for accuracy and completeness.
• Confirmation Prompts: Offers confirmation prompts for important emails, minimizing mistakes.
• Undo Feature: Allows you to recall the email within a short window after sending.

What measures does SendGuard use to protect an email when sending?

Below provided are some measures that SendGuard follows to protect an email while sending:

• Email Encryption: SendGuard encrypts emails to protect sensitive information during transmission.
• Spam and Phishing Detection: It scans emails for potential spam or phishing threats, ensuring safe communication.
• Attachment Scanning: Automatically checks attachments for malware or viruses before sending.
• Real-time Alerts: Sends alerts if any email or attachment appears suspicious or contains sensitive content.
• Two-Factor Authentication: Adds an extra layer of security to prevent unauthorized access to your account.

How can SendGuard help avoid sending a wrong attachment in an email?

SendGuard helps prevent sending the wrong attachment by providing automatic attachment scanning and reminders. It flags emails with attachments that don't match the subject or content, ensuring relevance. The tool also allows you to preview attachments before sending, reducing the risk of errors. With built-in warnings and alerts, SendGuard makes it easier to double-check and ensure you're attaching the correct file, improving email accuracy and professionalism.

What precautions should I take with emails and attachments while using SendGuard?

When using SendGuard, ensure attachments are scanned for viruses before sending. Avoid sending large files that may trigger spam filters. Use secure file formats like PDF or encrypted documents for sensitive content. Double-check recipient email addresses to avoid mistakes, and ensure your email's subject and body are clear and professional. Always enable two-factor authentication for added security and never share your login credentials. Regularly update your password to maintain account protection.

What should be avoided when sending an email with SendGuard?

When sending an email with SendGuard, avoid including sensitive personal information like passwords or credit card details. Ensure your email subject and body are clear, concise, and relevant to the recipient. Avoid large attachments that could trigger spam filters and use a professional tone. Double-check for any grammar or spelling mistakes before sending, and refrain from using excessive punctuation or all caps, as this can make your email appear spammy.