Microsoft 365

Schakel die ontvangstbevestiging van mail alvast uit (in #Microsoft #Outlook, outlook.com, Outlook web en andere mail apps)

Deze week is er een aanpassing van het Belgische Wetboek uitgevoerd, die het eindelijk mogelijk maakt om via email kennisgeving te doen… zodat je via elektronische mail rechtsgeldige verzending zou moeten kunnen doen.
Zou…

Want het is misschien wel een grote stap vooruit in de rechtsspraak… maar waarom zou je de tegenpartij moedwillig in de kaart willen spelen?
In het ergste geval zou je dus ZELF het bewijs gaan leveren aan de tegenpartij…

Is dat nu wel een goed idee?
Ik denk het niet…

Dus zoals het artikel in de Tijd over deze wetsaanpassing al aangeeft…

 ‘Als blijkt dat u de mail gelezen heeft, door te antwoorden of via een leesbevestiging, dan is de kennisgeving sowieso geldig gebeurd.’ Het voorgaande impliceert dat e-mailgebruikers maar beter voorzichtig met leesbevestigingen omspringen. Zonder leesbevestiging of antwoord is het nog altijd aan de verzender om te bewijzen dat de ontvanger de mail wel degelijk ontvangen of gelezen heeft.

Mieke Verplancke in De Tijd – door PETER VAN MALDEGEM 
17 augustus 2022

Maar hoe schakel je die ontvangstbevestiging van mail nu uit?

Voor enkele van de meest gebruikte mail programma’s geef ik je alvast de nodige stappen mee.
Voor alle duidelijkheid, veel van die stappen vind je al op ‘t internet, dus voor enkele programma’s geef ik wat pointers naar goeie artikels… kwestie van de mail niet opnieuw uit te vinden.

Mogelijk voeg ik er later nog wat extra mail programma’s toe aan het lijstje.. maar hier kan je al mee starten. Kijk maar even of je favoriete mail client er tussen zit… En anders nog wat opties helemaal achteraan dit artikel.

Disclaimer: ik heb zelf niet altijd de Nederlandstalige versie van de gebruikersomgeving, dus sommige referenties gebruiken Engelse termen, maar je komt er zo ook wel.

Ik heb de volgende mail clients alvast opgelijst

  • Windows Mail app (Win10/11)
  • Outlook.com (web)
  • Microsoft 365 / Office 365 Outlook web
  • Microsoft 365 / Office 365 Outlook client
  • Outlook for Mobile Devices (Android)
  • Apple
  • GMail

Windows Mail app (Win 10)

Geen probleem, want er zijn geen opties in de Windows Mail app.
Dus als je opties wil, moet je een andere mail client zoeken, deze is te eenvoudig.

Outlook.com (web)

Zelf leesbevestiging vragen?

Njet, de Outlook.com web mail heeft die optie niet. (Wel via de Outlook voor Windows)

Leesbevestiging uitschakelen

Bron: https://support.microsoft.com/en-us/office/read-receipts-in-outlook-com-dc1b74ac-8578-469f-8894-82746e8e5aef

  1. Selecteer Instellingen Instellingen > Alle Outlook-instellingen weergeven.
  2. Selecteer E-mail > berichtafhandeling.
  3. Kies onder Leesbevestigingenhoe u reageert op aanvragen voor leesbevestigingen.

Microsoft Outlook

Microsoft 365 / Office 365 online web versie

Bron: https://support.microsoft.com/nl-nl/office/leesbevestigingen-in-outlook-web-e09af74d-3519-45fc-a680-37a538a92157

Het scherm is gelijkaardig aan de outlook.com versie…

Leesbevestiging uitschakelen doe je zo

Settings> Mail >Message Handling > Read Receipts

Microsoft 365 / Office 365 / Outlook v2016, v2019, … mail client

Leesbevestiging vragen (voor één mail of alle mail)

Zie dit Microsoft Support Artikel : https://support.microsoft.com/en-us/office/add-and-request-read-receipts-and-delivery-notifications-a34bf70a-4c2c-4461-b2a1-12e4a7a92141?WT.mc_id=ES-MVP-5002204

Leesbevestiging uitschakelen

Open je Outlook client, menu File (Bestand) > Selecteer de juiste mailbox (als je er meer dan één hebt) > Kies Options (Opties) > Mail > Tracking

Meer details alvast in deze interessante artikels (Engels)

Outlook for Mobile Devices (Android)

Bron: https://answers.microsoft.com/en-us/outlook_com/forum/all/disable-read-receipts-in-outlook-for-android/eee5a248-935c-42da-9087-1487fa70b860

  1. Open Outlook Web App(OWA).
  2. Login op je mailbox (je moet onderstaande herhalen als je meerdere maiboxen hebt)
  3. Kies Settings/Instellingen (View All Settings)
  4. Kies General/Algemeen > Mobile Devices
  5. Kies Don’t send read receipts for messages read on devices that use Exchange ActiveSync.

Apple

Houd er rekening mee dat de meeste instellingen voor het lezen van e-mails zich op het niveau van de e-mailtoepassing bevinden… het hangt er dus van af welke e-mailapp u op uw apparaat gebruikt.

Maar: “Apple Is Killing Email Read Receipts With a Single Popup” (https://medium.com/big-tech/apple-is-killing-email-read-receipts-like-entirely-14da5aa7fa75)

En ook:

Gmail

Google workspace (professional/enterprise)

How do I turn off automatic read receipts for my users?https://support.google.com/googlecloud/answer/10636687

Gmail web (gratis)

Geen opties voor ontvangstbevestiging bij verzenden of ontvangen.
[Opmerking, ik heb ze alvast niet gevonden, … als ze er zijn, laat gerust iets weten.]

En nog een paar andere mail clients

Nog andere artikels

You expect a phishing test… and then the real stuff kicks in… some quick tips to block evasion techniques

I see more and more phishing exercise fatigue kicking in at my customers…

But it’s more than ever required to be vigilant for new techniques that try to circumvent the typical URL blocking and the other protection layers you put in place.

You’re the best firewall.

What is going on?

You know, these companies that first announce a #phishing test…

which go unnoticed because they are caught by the 𝐬𝐩𝐚𝐦 𝐟𝐢𝐥𝐭𝐞𝐫…

And a few weeks later you get the 𝐫𝐞𝐚𝐥 𝐬𝐭𝐮𝐟𝐟 𝐢𝐧 𝐲𝐨𝐮𝐫 𝐢𝐧𝐛𝐨𝐱 from the same company.

With ridiculous worse quality than the actual test… but still its in the inbox ready to click (DON’T!).

You assume phase 2 of the phishing test…another round, right? (you think: “yeah, right, not me.”).

Because the new mail comes with ridiculous bad quality (⚠️1) than the actual test…

Nowadays you expect smart mails from these criminals…

But still it doesn’t feel OK …you start to realize that this might the real stuff…

Checking for some more phishing indicators (⚠️)

A mail with you in bcc…. (⚠️2)

Addressed to a very strange (New-Zealand) mail address (⚠️3)

with a PDF alike icon image embedded (⚠️4)

via a google drive link (⚠️5)….

SPOILER: I crippled the link mentioned in previous screenshot to avoid any accidents…

SPOILER 2: DO NOT, EVER CLICK these links…

Still, If you can’t control your curiosity, you might peek into the link via alternative methods (see later).

The display of unrelated content, with payment instructions (⚠️6), isn’t really what you would expect.

Because if you even dare to click the links you get another link (⚠️7)… and this time the browser malware detection (Smartscreen filtering) kicks in .. at last… so I’ll stop the curiosity here…

Why is this an issue?

The main issue here is: the phishing links are pointing to well-known (like Google drive, Microsoft OneDrive, Dropbox…) for hosting malware, which usually escape or bypass the malware URL detection…

Security tips

Rule nr 1: Don’t click links in unexpected mails

Curiosity kills the cat: Please withstand the urge to click the links to satisfy your curiosity….

If you don’t expect the mail, be very cautions, don’t click the links.

Control your curiosity: test the links in isolated mode

If you can’t control your curiosity, don’t ever click the links on your main computer.

But copy the link and open it

  • in a Windows sandbox
  • virtual machines or test machine… not your production machine
  • mobile device

Use Windows Sandbox

Since Windows 10 (Pro) you can use Windows Sandbox (free), that is a virtual, isolated environment. So you can test some interesting things without damaging your production host machine.

By stopping the Sandbox, the machine forgets all settings and returns to default state, pristine.

More info: https://docs.microsoft.com/en-us/windows/security/threat-protection/windows-sandbox/windows-sandbox-overview

Run a quarantined client in virtual machine

Use Microsoft Hyper-V (free) or Oracle Virtual box (free) and install a client OS in the virtual machine.
Snapshot the machine before the test, perform the test, return to snapshot to avoid any left overs of malware.

Run the link on a mobile phone

Less secure, but better than running malware on your most important machine, is running the link on a browser on your mobile device. There is lower risk of infection and less impact than loosing your primary working machine, although… be aware, there is still a small risk of infection even for smartphones…

Additional security measures

To permit some stupidity and protect against accidents, please make sure

  • to implement all the latest OS security updates, patch on a continuous basis
  • have an anti-malware and anti-virus that is updated continuously
  • keep the default OS security features enabled including local system firewall and malware detection
  • consider a paid antivirus subscription, it’s worth the money and keep it up to date every hour
  • get a mail protection against malware, tracking, phishing and ransomware (like Windows defender for 365) have regular backups (1 online and 1 offline) and test the restores
  • use cookie/tracking/advertisement blockers
  • use a DNS blackhole system to protect your network from accessing suspicious URLs (including tracking and phishing websites, advertisements, C&C Command and control malware domains, …)

You’re the best firewall

Don’t get caught.

Don’t be curious.

Suspect everything you don’t expect.

Don’t click the links.

And if you’re curious, keep it safe and secure.

Note-to-self: #DPIA for cloud – reference material (focus on #Microsoft cloud)

In interesting set of reference material, that is regularly coming back in data protection, cybersecurity and information security discussions I lately had with peers and colleagues.
May you can use it too…

Feel free to provide some feedback yourself, if you know additional pointers I should add.

You know where to find me.

Change history

2022-04-27 14:00: Added EDPB announcement to references section

Governmental DPIAs

Netherlands

2018-12-06: DPIA on Microsoft Office 2016 & 365

https://iapp.org/news/a/dutch-government-commissioned-dpia-on-microsoft-office-pro-plus/

Direct download of PDF:

2022-02-22: DPIA on Microsoft Office 365

https://www.dataguidance.com/news/netherlands-dutch-government-publishes-dpia-microsoft

Press release by Dutch Government:

2022-02-21 https://www.rijksoverheid.nl/documenten/publicaties/2022/02/21/public-dpia-teams-onedrive-sharepoint-and-azure-ad

Publication of DPIA by Dutch Government

2022-02-21 : https://www.rijksoverheid.nl/documenten/publicaties/2022/02/21/public-dpia-teams-onedrive-sharepoint-and-azure-ad

Source: Beltug news https://www.beltug.be/news/7430/Dutch_government_publishes_DPIA_and_DTIA_for_Microsoft/

2022-02: The Dutch Ministry of Justice and Security requested an analysis of US legislation in relation to the GDPR and Schrems II by GreenburgTraurig.

Switzerland

In a recent article (In French) by ICT journal, the Canton of Zurich published a

https://www.ictjournal.ch/articles/2022-04-26/comment-le-canton-de-zurich-a-estime-le-risque-de-passer-sur-le-cloud-de

Research

Researchgate

Data Protection Impact Assessment (DPIA) for Cloud-Based Health Organizations

https://www.researchgate.net/publication/349882283_Data_Protection_Impact_Assessment_DPIA_for_Cloud-Based_Health_Organizations

Guidelines

CNIL

https://www.cnil.fr/en/tag/Privacy+Impact+Assessment+(PIA)

https://www.cnil.fr/en/guidelines-dpia

IAPP

https://iapp.org/news/a/guidance-for-a-cloud-migration-privacy-impact-assessment/

Templates

IAPP

https://iapp.org/resources/article/transfer-impact-assessment-templates/

Referring to:

IAPP Templates

Supplier references

Microsoft

Data Protection Impact Assessment for the GDPR

2021-11-17: https://docs.microsoft.com/en-us/compliance/regulatory/gdpr-data-protection-impact-assessments

Data Protection Impact Assessments: Guidance for Data Controllers Using Microsoft Professional Services

Part 1: Determining whether a DPIA is needed

https://docs.microsoft.com/en-us/compliance/regulatory/gdpr-dpia-prof-services?view=o365-worldwide#part-1–determining-whether-a-dpia-is-needed

Part 2: Contents of a DPIA

https://docs.microsoft.com/en-us/compliance/regulatory/gdpr-dpia-prof-services?view=o365-worldwide#part-2-contents-of-a-dpia

Download Customizable DPIA document

https://www.microsoft.com/en-us/download/details.aspx?id=102398

(more to come, this article will be updated with additional references when necessary)

Other relevant references

EDPB (European Data Protection Board)

Launch of coordinated enforcement on use of cloud by public sector

https://edpb.europa.eu/news/news/2022/launch-coordinated-enforcement-use-cloud-public-sector_en

Outlook: Set an automatic out-of-office message with Power automate

Credits

FEMKE CORNELISSEN

This article has been translated from the original Dutch version published by Femke Cornelissen in to English, with an explicit and upfront consent of Femke (find her on LinkedIn).

Original article in Dutch

You can find the original article here: https://femkecornelissen.com/2022/02/23/afwezigheid-automatisch-instellen-via-power-automate/.

Except from the original Dutch content, also some Dutch screenshots have been replaced with an English version. And some extra notes are added for clarity.

Additional information

Power Automate is part of M365 license. More information here: https://docs.microsoft.com/en-us/power-platform/admin/power-automate-licensing/types

Set an automatic out-of-office message with Power automate

You got a day off and you forgot to turn on your out-of-office (OOF) assistant in Outlook. Pretty recognizable, right?

With the out-of-office message, people who send you an email see that you are absent. But in addition, this is of course also reflected in Microsoft Teams. When you try to contact someone, there is a notification or you can recognize it by the presence icon of the profile picture in the chat.

It’s quite interesting that this process is quite easy to automate with Power Automate. When I’m OOF is set in my calendar, the next step (in this case, turn on absence) must be performed.

Shall we walk through it together?

Steps

You go to https://flow.microsoft.com/ where you land in (M365) Power Automate.

Then click the create button.

Opt for an automated cloud flow.  We’re going to make sure when something is on your calendar, something happens.

Create > Automated cloud flow

Choose a flow name (like for example “Automatic out of office”)

Define flow name

At the trigger, choose “When an upcoming event is starting soon (V3)” and then click Create.

Select: When an upcoming event is starting soon (V3)

When the flow is created, make sure your calendar is selected.

Select your calendar

Then click new step.

Choose “Condition” or find the option conditions and then select it.

Condition Selection

For example, the condition can be the triggers that indicate that you are free or unreachable.

[Note, this can be a certain word in the subject, or an event type. Femke’s example is using a marker word in the subject. ]

Set condition type and options

Then you have the following two options:

  • With YES you indication which actions must be executed.
  • At NO, nothing happens (in our case)
Yes/No condition options

We’re going to add an action to the “If yes” clause.

You choose the action “Set up automatc replies (V2)

Automatic replies

[Make sure to set the start and end date of your appointment, as this will set the OOF start and end time too…]

You can copy the following data, but of course make it a personal text.

[Note: a white line, or break line must be set in HTML tag <br>]

You can click save in the top right corner and you’re done!

Now you never have to turn on your absence again, but this happens automatically. Handy, right?

Credits & original article: https://femkecornelissen.com/2022/02/23/afwezigheid-automatisch-instellen-via-power-automate/ by FEMKE CORNELISSEN