A Better Way to Identify External Users in an Outlook Mail
In the current digital landscape, Microsoft Outlook is one of the most widely used email clients. It has become an integral part of our daily lives, both in the office and out of it. Outlook allows us to quickly and easily send and receive emails, schedule meetings, and maintain our calendars. However, one of the pitfalls of Outlook is its inability to easily identify external users. Without this capability, it is difficult to accurately assess the risk of an email coming from an unknown sender. Fortunately, there is a better way to identify external users in an Outlook mail.
What is an External User?
An external user is someone who is not part of your organization. This could be a customer, vendor, partner, or any other entity that is not part of your organization. It is important to be able to quickly identify external users in your Outlook mail so that you can take the appropriate steps to protect your organization from any potential threats.
How to Identify External Users in Outlook Mail
Step 1: Use the Advanced Find Feature
The Advanced Find feature in Outlook is a great way to quickly identify external users. To use this feature, open Outlook and select “Advanced Find” from the Home tab. Then, enter the email address or domain name of the external user in the “From” field. Once you have entered this information, click the “Find Now” button and Outlook will display a list of all emails sent from the specified external user.
Step 2: Use the Message Header
Another way to identify external users in Outlook mail is by using the message header. The message header contains information about the sender and recipient of the email, including the IP address of the sender. To view the message header, open the email in question and select “Options” from the ribbon. Then, select “Message Header” from the dropdown menu. The message header will then be displayed, and you can look for the IP address to identify the sender.
Step 3: Use the External Contact Card
The External Contact Card is a feature in Outlook that allows you to quickly identify external users. When an email is received from an external user, Outlook will automatically display their contact card. This contact card displays the sender’s name, email address, and any other relevant information. You can use this information to quickly identify the sender and assess any potential risks associated with the email.
Identifying external users in Outlook mail can be a challenge, but there are several tools that can help. The Advanced Find feature, the message header, and the External Contact Card are all great ways to quickly and easily identify external users. By using these tools, you can ensure that you are able to quickly assess any potential risks associated with an email from an unknown sender.