Office 365 prevents confidential data leakage: Are you using it?

This is a brief article. I will cover it in more detail later. But this is just to inform all the readers that such a sophisticated facility exists within Office 365 and they should take advantage of it.

I have observed that although Office 365 is a popular product, all customers do not really notice, appreciate and utilize this powerful platform to the fullest extent.

One such feature is called Data Loss Prevention. It helps you control, monitor and prevent leakage of confidential data, customer privacy related information, financial data, etc. by any employee through Email. This feature is also being extended to SharePoint.

Exactly how to activate the feature and configure it is beyond the scope of this article. It is not even the intention of writing the article. Just understand what it does and if you find it useful and relevant to your business – make sure your IT team implements it.

What does DLP do?

In simple terms, it monitors every outgoing mail message and checks if any pre-defined restricted information is being sent outside your organization.

If it does find such a mail, it can either warn the user, capture the reason for sending it, prevent the user from sending it, forward it to a compliance officer, delete the mail, follow an approval process and so on.

You choose what is objectionable, sensitive, confidential or privacy related data. You create the rules and DLP follows it faithfully.

To make your life simpler, many ready-made rules are available. These rules are created as per stringent government and banking guidelines. You can start with a ready-to-use template and then refine it as needed.

In short, Try it, Assess it and Use it.

Too many mail folders? Pin your favorites to the top

All of us have faced this issue. Too many mailboxes and / or PST files. Too many folders to manage. We need them so we keep them. No choice. But do we really use all these folders frequently – obviously not. Would it not be nice to have the frequently used folders from across all the mailboxes easily accessible? Those are called Favorites.

How to add a particular folder to Favorites? Very simple. Just right click on the folder and choose Show in Favorites (or just drag it into the Favorites area at the top). That is all there is to it.

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But it is smarter than you think. What if you add three Inbox folders from various mailboxes? All will look same. NO. Not right.

It actually will add the mailbox to the Inbox name so that you can differentiate. Remember that only mail folders have Favorites option (not calendar, contacts or tasks).

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