Detecting Sensitive Data in Outgoing Outlook Emails

By: standss , Mar 10th, 2020

Do users at your organization need to send out potentially sensitive personal information (credit card numbers, personal health information etc.). You can protect your users and your organization by getting Outlook to detect when an email has sensitive data and then getting users to confirm that the information is in fact going out to the correct recipients.

The risks to your organization can be huge if personal information is accidentally sent to the wrong person.

SendGuard installs inside Outlook and warns users if its new DLP module detects potentially sensitive data in emails.

Users do not need to do anything extra! A prompt similar to the following will be displayed if potentially risky information is detected.

SendGuard DLP blocked prompt

Here is how you can Setup DLP for SendGuard

If you haven’t done so already, download and install SendGuard for Outlook.

Restart Outlook.

To open the SendGuard settings screen. Go to the “Standss Outlook Addins” Tab.

Select More -> Settings to display the Setting screen.

Select the Data Loss Prevention tab and tick the Enable DLP Checkbox.

You are now ready to tell SendGuard what to scan your emails for. SendGuard will scan your emails using a specially formatted string. Technical information on the string formatting can be found here but we recommend that you start using the following steps.

Defining Sensitive Data Using the DLP Templates

We have provided a set of templates that you can use for the most common types of sensitive data that users want to scan their emails for.

Click the Create DLP using Templates button.

DLP builder prompt

Select a template from the list.

The regular expression for the selected template will automatically be filled in the box below.

NOTE: SendGuard uses regular expressions to scan your email. Regular expressions need to be coded correctly to work. If you need to change the expression, or you are using the Custom option, please be careful. If you need help, please contact us at techsupport@standss.com with your requirements and we will help you create and test your regular expressions.

Select the action that you want Outlook to take if sensitive data is detected. Your options include:

  • Stop the email from getting sent out
  • Send the email out if the user ticks a checkbox
  • Get the user to type something to confirm that they want to send the email out.

Enter a name for the DLP. This name will be displayed on the prompt to identify the type of data that was detected.

Click OK to save the settings to the previous screen.

Repeat the steps above if you want to scan for additional types of sensitive data.

Once you are done, click OK to save the settings.

Your settings are now saved. The next time you send out an email, SendGuard will scan it based on your settings.

If you have any questions regarding setting DLP scanning, please contact us at techsupport@standss.com

Deploying the DLP Setting in Your Organization

Once you have created your settings on one computer, it is easy to deploy them to all or selected users in your organization. Please contact us at techsupport@standss.com for our SendGuard Network Deployment guide.

Try it out for yourself

Download SendGuard to protect yourself and your users from sending out potentially sensitive personal information in emails.

Click on the image below to download a fully functional 30-day trial of SendGuard for Outlook.

SendGuard for Outlook

 

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