Outlook Email Security

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When in HTML mode, Word is used to edit Outlook emails. Then, what would be contained in the outgoing emails?
1. Metadata
2. Personal data
3. Flags
4. Category
5. Language
6. Country of origin
7. Numbering/bullet styles
8. Bookmarks
9. Fields
10. Macro

How could these data be removed?

Armstrong

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The best approach would be not to send any e-mails. If that is not feasible, send all mail in plain text.

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The best approach would be not to send any e-mails. If that is not feasible, send all mail in plain text.

Hi Hans,
Plain text is exactly the format I’m using now. It appears to be safe though it lacks all the benefits of automation.
Armstrong

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Hi Hans,
Plain text is exactly the format I’m using now. It appears to be safe though it lacks all the benefits of automation.
Armstrong

You could compose the e-mail in HTML format and convert it to plain text before sending.

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When in HTML mode, Word is used to edit Outlook emails. Then, what would be contained in the outgoing emails?
1. Metadata
2. Personal data
3. Flags
4. Category
5. Language
6. Country of origin
7. Numbering/bullet styles
8. Bookmarks
9. Fields
10. Macro

I don’t think you will find all of those. When you use Word to compose HTML email, certain document properties are added to the top of the message code. These may or may not be sensitive to you. I suggest sending a few sample messages to an outside account, and then using the mail client’s options to view the message source to see what you can see.

My personal pet peeve is the inclusion of Smart Tags that trigger ActiveX security warnings for the recipient. This can be disabled in Outlook’s options. Or is it in Word’s options?

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I don’t think you will find all of those. When you use Word to compose HTML email, certain document properties are added to the top of the message code. These may or may not be sensitive to you. I suggest sending a few sample messages to an outside account, and then using the mail client’s options to view the message source to see what you can see.

My personal pet peeve is the inclusion of Smart Tags that trigger ActiveX security warnings for the recipient. This can be disabled in Outlook’s options. Or is it in Word’s options?

Being an expert in law, would you send Word-edited email in HTML? Does Word embed some personal/forensic data into the email? Are emails normally admissible to the court? How can I prove an email being falsified or fabricated?
Armstrong

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Does Word embed some personal/forensic data into the email?

Yes. Unlike binary formats like DOC, you can see what it is by examining the message source because HTML email is sent in a standard format.

How can I prove an email being falsified or fabricated?

Difficult question. Emails normally do not have a checksum, or other indication you could use to show they have not been altered. All kinds of circumstantial evidence would bear on this question. I have some thoughts, but this is outside my area, so you would do better working with forensic analysts who specialize in email and other electronic documents.

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I do not use HTML format unless required, or unless I am replying to HTML email and do not feel the need to convert it to plain text. I never use Word as my mail editor in Outlook 2003, however, when I switch to 2007 or 2009 or 2010, I will have to examine the issue more closely.

Yes. Unlike binary formats like DOC, you can see what it is by examining the message source because HTML email is sent in a standard format.

All kinds of business records can be admissible if they appear to be reliable.

Difficult question. Emails normally do not have a checksum, or other indication you could use to show they have not been altered. All kinds of circumstantial evidence would bear on this question. I have some thoughts, but this is outside my area, so you would do better working with forensic analysts who specialize in email and other electronic documents.

This will vary by jurisdiction, but you might safely assume that there is a law in place that requires the retention of emails. Both sender and recipient or their respective places of business will have copies of all emails, which is even more substantial than a checksum, since you will have both a sender and a recipient to answer questions. Spam is the monkey-wrench in the works.

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This will vary by jurisdiction, but you might safely assume that there is a law in place that requires the retention of emails. Both sender and recipient or their respective places of business will have copies of all emails, which is even more substantial than a checksum, since you will have both a sender and a recipient to answer questions. Spam is the monkey-wrench in the works.

Hi Peter,
Thanks for your valuable feedback.
Armstrong

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I do not use HTML format unless required, or unless I am replying to HTML email and do not feel the need to convert it to plain text. I never use Word as my mail editor in Outlook 2003, however, when I switch to 2007 or 2009 or 2010, I will have to examine the issue more closely.

Hi Jeff,
Thanks for taking time to share with us about the actual email dispatch practice by a legal expert.
Thanks for your valuable feedback.
BTW. have you ever visited Denali National Park, Prince William Sound, and Arctic Circle?
Armstrong

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BTW. have you ever visited Denali National Park, Prince William Sound, and Arctic Circle?

I visited Denali National Park about twenty years ago. The other two, I don’t think so.

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