VIPRE SafeSend Cloud helps prevent misaddressed emails and accidental data leakage, acting as a final check, prompting you to verify external recipients and sensitive attachments before an email is sent.

Understanding SafeSend

SafeSend Cloud is a "Compose-mode" add-in, meaning it works while you are writing your email, rather than waiting until you hit the Send button. The primary way to interact with SafeSend is through the Microsoft Outlook Task Pane, which appears on the right side of your Outlook window.

While Outlook may show a small notification banner at the top of your draft, the Task Pane is where the actual security review happens.

• It provides a clear, list of all recipients that are considered to be “external” to your organization, with the ability to remove them individually
• It lists every file attached to the email for your confirmation
• If configured by your organization, DLP will trigger if your email contains sensitive information (like credit card numbers, PII, etc.), and the warning appears for your confirmation

Dismiss vs. Review

When you are composing an email to an external recipient, you will see a SafeSend notification banner at the top of your message. You are presented with two main options: Review and Dismiss.

Many users are tempted to click Dismiss to clear the banner from their view, however it's important to know that dismissing is NOT approving. Clicking Dismiss only hides the notification banner; it does not satisfy the security requirement.

If you dismiss the banner, but do not verify the items in the Task Pane, SafeSend will prevent the email from being sent when you click the Outlook "Send" button. You will then be forced to perform the review anyway, which can interrupt your flow.

What to Expect When Sending an External Email

1. Add your recipients, subject, and attachments as usual
2. If you don't already have your Outlook Task Pane pinned, click Review in the notification banner 
3. Review each external email address to confirm they are the intended recipients
4. If you have files attached, review each file to confirm they are safe to send
   • If SafeSend flags sensitive data, review the warning in the Task Pane and ensure the data is authorized for the recipients
5. Once all items are reviewed in the Task Pane, you can click the Outlook Send button. The email will be sent immediately without further interruption

Best Practices

• If you frequently email external clients, consider keeping the SafeSend Task Pane pinned open
• Make it a habit to glance at the Task Pane before you finish your closing remarks; by the time you are ready to click Send, your "verification" is already done

For additional support or questions regarding your organization's specific email security policies, please contact your internal IT Department or Help Desk.