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.

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.