How can outlook xp check to see if every recipiant is in the same domain?

June 5, 2006 8:34 AM

In Outlook 2002 (Outlook XP), I would like to make a rule that, if I send an email, and if any of the To, CC, or BCC's don't have my company in the email address, it will CC our secure messaging. Can anyone tell me how? Keep in mind, I cannot install anything.
posted by slavlin to computers & internet (11 comments total)

I'm not sure I completely understand the question. Are you looking to add a legal discalimer to all external email recipients? Or by CC do you mean send a copy of the email to some type of security account within the company?
posted by bwilms at 10:10 AM on June 5, 2006

If your company hasn't locked down the security settings you can use Outlook's VB scripting engine to achieve this.

Google 'outlook scripting' for more.
posted by jimmy0x52 at 10:25 AM on June 5, 2006

I need to CC an email address on our server that holds it for pickup through a secure website for our external recipiants.

I don't know enough about VBScripting to do it. I tried to find a way in the rules to do it, but I can't find how to do that either. I can set it for SPECIFIC people, but not for if anyone does not have @mycompany.com in their email.
posted by slavlin at 11:04 AM on June 5, 2006

Setup a rule for outgoing mail and have it check the TO, CC and BCC fields for an instance of 'mycompany.com'.

I'm 99.99% sure that the matching does partial matching (i.e. if I look for the subject line of '[SPAM]' it gets everything marked by my spam filter as [SPAM] even though the whole subject is '[SPAM] Whozits and whatzits are here')
posted by jimmy0x52 at 12:00 PM on June 5, 2006

I can do a partial to see if it is going to someone with that in their email, but I would need it to see if any of them are not "mycompany.com", which is not a rule option. It will only let you check to see if mycompany.com exists and then take action if it does. It won't let you take action if it does not.
posted by slavlin at 2:18 PM on June 5, 2006

Each rule creation has 4 screens

1) Sending or receiving
2) When criteria X happens
3) Do some action
4) With some exceptions.

So, select sending for 1, nothing on screen two, action on 3 and the appropriate exception (like your domain name in the people this is going to) on screen 4.
posted by jimmy0x52 at 2:53 PM on June 5, 2006

That does not work. What that will do is send it to the CC I need if it is ONLY going to external people. Sometimes I may have to send to both internal and external.
posted by slavlin at 3:19 PM on June 5, 2006

"That does not work. What that will do is send it to the CC I need if it is ONLY going to external people. "

Um,

Isn't that the point? Your question clearly states:

"... if I send an email, and if any of the To, CC, or BCC's don't have my company in the email address, it will CC our secure messaging ..."

Which would mean a rule that would be 'when sending e-mail, CC our corporate secure e-mail address, except when the e-mail also contains in-house recipients'.

This would imply that if ANY of them DO have your company in the e-mail address, it wouldn't send the CC - which matches your question.

You're saying it should send one CC for EVERY address that isn't in your company domain? Basically, if you send to all your domain, CC nothing. If you send to 10 people outside of your domain, send 10 CC's to the same secure in-house address, and if you send to 5 in and 5 out, send 5 CC's to the same secure in-house address?
posted by jimmy0x52 at 8:41 PM on June 5, 2006

Jimmy, You are not reading the logic correctly there. Think of it this way:

"... if I send an email, and if any of the To, CC, or BCC's don't have my company in the email address, it will CC our secure messaging ..."

"Which would mean a rule that would be 'when sending e-mail, CC our corporate secure e-mail address, except when the e-mail also contains in-house recipients'"

You are misreading here. The rule that you wrote out has an except, my statement did not.

What I need is:

Check address for mycompany.com. (true/false)
If any = True, then cc:secureemail

The way that the prior suggestion worked was:

If Any address contains "mycompany.com" Then CC:SecureEmail, else, do nothing.

I want to add that CC to the email for every email, unless all recipiants are internal.
posted by slavlin at 2:33 PM on June 6, 2006

Unfortunately, in that case, my original answer still stands.

Sorry there's not an easier way that I know of.
posted by jimmy0x52 at 7:04 PM on June 6, 2006

That is what I was afraid of.

The worst part is, I can SEE it in the rules selections. If I could just put a NOT in one of the selections, it would all work. Well, them is the Microsoft breaks.
posted by slavlin at 3:31 PM on June 7, 2006