Are you frustrated with you users not paying attention to whom they are emailing company information? Not necessarily sensitive information and not even necessarily to unintended recipients, but what about the number of recipients, the size of the email going to those recipients. MailTips can help you avoid that ever-so-slightly uncomfortable moment when one of your users’ hits Reply All to an email that included the customer but where the reply included some choice and somewhat inopportune language regarding certain personalities at the customer.
The first step to MailTips on the back-end is to make sure MailTips are enabled for messages destined to external recipients. In PowerShell, execute the following:
Get-OrganizationConfig | Select Mailtips*
If you see that MailTipsExternalRecipientsTipsEnabled is set to False execute the following to enable it:
Set-OrganizationConfig -MailTipsExternalRecipientsTipsEnabled $true
Once that’s done your users will be notified that messages with external recipients are in the distribution. It won’t stop the user sending the messages but it will at least give them a heads-up that the message they are about to send will be going to recipients outside of the organization.
But what about something a little more informative for the users? As you saw from the Get-OrganizationConfig | Select Mailtips* command you can set a threshold at which a notification is enabled when there are certain number of recipients. The default is 25 but that can be changed to a lower, or indeed higher, number. Execute the following to change the threshold, changing the default from 25 to 30, or the required level.
Set-OrganizationConfig -MailTipsLargeAudienceThreshold 30
The next is to get a little more granular with the warnings. Perhaps you have a distribution list that might contain people from whom you need a response but may well not be able to respond in a timely manner. Setting a MailTip such as the one in the image below will alert the sender that the desired response may not be immediately forthcoming.
*Top Tip: If you are in an Exchange hybrid environment you need to execute this command on the on-premises Exchange server, not directly within Office 365.
In case you were interested you can find the notification you just entered within Active Directory. Look for attribute “msExchSenderHintTranslations” on the properties of the group or in ADSIEDIT and you will see the data entered above appears with HTML tags. So, when the text is synchronized to Office 365 it appears in the MailTips box like this:
<html> <body> This message is destined for the technical consultants within the company. Responses may be delayed as the recipients could be on site with customers. </body> </html>
When you now create a message, end enter the distribution group into the ‘To’ box the information will be shown in a bar at the top of the message. The same will appear in Outlook. Note however that it will take up to 30 minutes to synchronize the data from Active Directory through Azure AD Connect. It will also take a second or two for the message to appear once the distribution group has been input.
Even messages sent to a Dynamic Distribution Group can be given a MailTip. In the example shown below the message is both one that will be approved (or otherwise) by a moderator before delivery as well as populating the membership based on a text string in Custom Attribute 2.
*Top Tip: Dynamic Distribution Groups are created in Office 365 rather than through the on-premises hybrid server. Do not create the groups on-premises as they will not be synchronized with Azure AD Connect.
In this case, when the message is created the user will be presented with two messages as seen below. One to say that the message is moderated and then another with the relevant MailTip.
These are just a few examples of how to give your users a gentle reminder about things that are appropriate to send—be it a notification that messages are going to a large number of recipients, going to users outside of the organization, or the timeliness with which recipients can be expected to respond. You can do so much more, so dive in with MailTips! Finally, if your organization needs help with MailTips, or any other Exchange web service, please reach out to us. We’d love to help you get started.