The AI Recipient Validation add-in warns users in their Outlook client before sending an email that may be misdirected or contain undesiderable content. For this purpose, the add-in issues a warning as soon as one of the following scenarios occurs.
Note: If multiple scenarios apply to an email, the user is warned about all of them.
| Warning Scenario |
Explanation |
Sample text |
| Incorrect recipient |
The recipient has the same or a similar name as a person in the sender's Microsoft 365 organization with whom the sender has a strong relationship. However, the recipient belongs to a different organization.
|
 |
| Extra recipient |
The email is addressed to a group of recipients with
whom the sender has a strong relationship, as well as to an additional recipient. The additional recipient belongs to a different organization than the sender.
|
 |
| Missing recipient |
The email is addressed to a group of recipients with
whom the sender has a strong relationship. However, this email is missing a recipient who is usually part of the group.
|
 |
| Replaced recipient |
The email is addressed to a group of recipients with
whom the sender has a strong relationship. However, in this email, a recipient who is normally part of the group has been replaced by another
recipient.
|
 |
| External recipient |
One of the following conditions applies:
- The email is addressed to multiple recipients, all of whom belong to the same organization, and to one additional recipient who belongs to a different organization than the other recipients.
- The email is addressed to a recipient with a private email address.
|
1.
2.
|
| Suggested recipient |
This email has the same context as other emails
the sender has sent in the past. However, this email
is addressed to a different recipient than usual.
Note: To determine the context, the words from the subject of this email are compared to the words from the subjects of past
emails.
|
 |
| Distribution list |
The email is addressed to a distribution list.
Note: The sender is informed about the minimum number of recipients the distribution list contains. An exact number of recipients cannot be specified, because it is not checked whether this distribution list itself contains further distribution lists as recipients.
|
 |
| Sensitive information |
The email is most likely to contain at least one of the following sensitive pieces of information:
- Credit card information
- IBAN numbers
- Social security numbers
- Passport numbers
- Identity card numbers
Note: Since this information varies from country to
country, it is not identified equally for all countries. To avoid bothering the sender with false warnings, these are only issued if it can be determined with a high degree of certainty that the information is sensitive.
|
 |
| Language filter |
The email may contain inappropriate expressions,
e.g. violent, insulting, racist or sexually connotated
expressions.
Note: Emails are checked for inappropriate expressions in the languages German, English, Spanish (coming soon) and French (coming
soon). It does not matter in which language an email was written.
|
 |
| New recipient |
The email is addressed to a recipient who belongs
to a different organization than the sender and with
whom the sender has never communicated by email.
Note: This warning is issued only for newly created or forwarded emails.
|
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