GDPR issues - stopping Outlook users from using CC - Idea and thoughts to resolve
Hi
As GDPR starts to bite, and my patience with having to apologise to people who have been sent (or copied in!), information that wasn't meant for them, I'm looking at how I can reduce the number of times I have to declare a data protection breach.
My initial thoughts were to use a macro that warned users when an email was being sent outside of the company's email server. This works fine;
Code:
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
Dim recips As Outlook.Recipients
Dim recip As Outlook.Recipient
Dim pa As Outlook.PropertyAccessor
Dim prompt As String
Dim strMsg As String
Const PR_SMTP_ADDRESS As String = "http://schemas.microsoft.com/mapi/proptag/0x39FE001E"
Set recips = Item.Recipients
For Each recip In recips
Set pa = recip.PropertyAccessor
If InStr(LCase(pa.GetProperty(PR_SMTP_ADDRESS)), "@XXXXXXXX.com") = 0 Then
strMsg = strMsg & " " & pa.GetProperty(PR_SMTP_ADDRESS) & vbNewLine
End If
Next
If strMsg <> "" Then
prompt = "This email will be sent outside of XXXXXXXXXXX to:" & vbNewLine & strMsg & "Do you want to proceed?"
If MsgBox(prompt, vbYesNo + vbExclamation + vbMsgBoxSetForeground, "GDPR Alert!! Please Check Email Addresses") = vbNo Then
Cancel = True
End If
End If
End Sub
However, users can exacerbate the problem by copying lots of people to maximise the GDPR breach for me.
So, how can I stop them?:banghead:
Is there any way to simply remove the CC option (Probably impractical as we do need to send emails to more than one person!)
or
Can a macro take all the CC recipients and simply convert these to BCC recipients?
or
Is there another way to achieve this goal?