How to Remove External Tags in Outlook: A Deep Dive

So, you’re staring at that persistent “External” tag in your Outlook emails and thinking, “Enough is enough!” I get it. It can be distracting, even a little anxiety-inducing. The good news? Removing or customizing it is more than achievable. The specific steps depend on why you’re seeing the tag in the first place. There isn’t a single “magic bullet” setting within Outlook itself to universally banish it. However, we can dissect the common causes and offer pinpoint solutions.

Essentially, the “External” tag arises from mail flow rules set by your organization’s IT department. These rules are designed to alert you to emails originating outside your company’s network. Therefore, your ability to remove it is limited by the permissions granted to you by your IT administrator.

Here’s a breakdown of the possible approaches:

1. Submit a Request to IT: This is often the most direct, and honestly, the safest approach. Politely explain why you find the tag distracting or unnecessary. IT might be willing to adjust the rule, especially if many users share your sentiment. Maybe the rules are overly aggressive, and they can refine them for specific senders or domains. Don’t go in demanding it be removed; instead, present it as constructive feedback. This is especially useful if you frequently interact with trusted external partners.
2. Bypassing the Rule (If Possible): Some rules are configured such that the tag is added by a client-side rule after the email arrives. This is much rarer than server-side processing, but it does occur. If so, you might be able to disable the rule. Go to File > Manage Rules & Alerts. Look for a rule that seems to add a prefix or modifies the message body. Carefully examine the conditions of the rule before disabling it. Disabling the wrong rule could affect other email processing.
3. Outlook Add-ins: While not a direct removal method, certain Outlook add-ins might offer features to filter or hide such visual elements. These add-ins often focus on email organization and could indirectly provide a workaround. Research add-ins from reputable vendors, and be wary of granting excessive permissions to third-party software.
4. Email Client-Side Customization (Advanced): This is the most complex and potentially unstable method. Proceed with extreme caution. You might be able to use VBA scripting within Outlook to automatically remove the tag upon message arrival. This involves writing code that parses the message body, identifies the tag, and removes it. This is not recommended unless you are comfortable with VBA programming and understand the risks. Modifications to email content, even seemingly harmless ones, could trigger security alerts or cause unexpected behavior. Furthermore, updates to Outlook could break your custom script.

Important Considerations:

• Company Policy: Understand that these rules are often in place for security reasons. Removing them without authorization could violate company policy.
• Security Implications: The “External” tag is a visual cue to exercise caution with external emails. Removing it could inadvertently increase your susceptibility to phishing attacks.
• Server-Side vs. Client-Side: Determine whether the rule is applied on the email server or within your Outlook client. Server-side rules are much harder to bypass.

The reality is that for most users in a corporate environment, the power to directly remove the “External” tag lies primarily with the IT department. Approach them with a reasonable request and a clear explanation of your concerns. They might have a solution that doesn’t compromise the security of the organization.

Understanding Why the “External” Tag Exists

The primary purpose of these tags is to heighten awareness of potential security risks. Emails originating from outside your organization’s network are inherently less trustworthy than internal emails. This tag serves as a reminder to carefully scrutinize links, attachments, and the sender’s address to avoid falling victim to phishing or malware attacks.

Best Practices and Alternatives

Training and Awareness

Instead of focusing solely on removing the tag, consider investing in employee training on how to identify and handle suspicious emails. A well-trained workforce is often a stronger defense against cyber threats than relying solely on visual cues.

Customization Options (If Available)

If your IT department is open to it, explore customization options for the tag. For instance, instead of simply displaying “External,” the tag could include more specific information, such as the sender’s domain. This might allow you to quickly assess the legitimacy of the sender without completely removing the warning. Alternatively, consider color-coding or a custom banner at the top of the email. This could achieve the desired level of awareness without being as visually distracting as a simple “External” tag.

Frequently Asked Questions (FAQs)

1. Can I remove the “External” tag permanently from all emails?

Generally, no. The “External” tag is typically implemented through server-side mail flow rules managed by your IT department. You usually lack the administrative rights to permanently disable it. However, contacting your IT department to request removal or modification is the recommended first step.

2. How do I know if the rule is client-side or server-side?

If the tag appears consistently across all devices and email clients (Outlook on your desktop, webmail, mobile app), it’s likely a server-side rule. If it only appears in your desktop Outlook client, it could be a client-side rule that you might be able to disable.

3. What are the risks of removing the “External” tag?

The primary risk is increased vulnerability to phishing attacks and other email-borne threats. The tag serves as a visual reminder to exercise caution with external emails. Removing it could lead to complacency and increase the likelihood of clicking on malicious links or opening infected attachments.

4. I disabled a rule in Outlook, but the tag is still there. Why?

This likely means the rule adding the “External” tag is being applied on the email server, not within your Outlook client. Client-side rules only affect your local Outlook installation. You’ll need to contact your IT department to request changes to server-side rules.

5. Can I use Outlook rules to automatically move emails with the “External” tag to a specific folder?

Potentially, yes. You could create an Outlook rule that searches for the word “External” in the message header or body (depending on how the tag is implemented) and automatically moves those emails to a designated folder. This doesn’t remove the tag but can help you organize and prioritize external emails.

6. Is it possible to customize the appearance of the “External” tag instead of removing it?

This depends on your organization’s IT policies. Some systems might allow for customization of the tag’s color, font, or even the text displayed. Consult your IT department to explore available customization options.

7. Are there any Outlook add-ins that can help manage or filter external emails?

Yes, several Outlook add-ins focus on email management and security. Some of these add-ins might offer features to filter, highlight, or categorize external emails, providing a way to manage them more effectively without directly removing the “External” tag. Research add-ins from reputable vendors and carefully review their permissions before installation.

8. What if the “External” tag is being added by my email provider, not my organization?

This is less common but can occur with certain email providers or spam filters. In this case, you might be able to adjust the spam filter settings or contact your email provider’s support team to inquire about removing or modifying the tag.

9. Can I use VBA scripting in Outlook to remove the tag? Is that safe?

Yes, it’s technically possible, but highly discouraged unless you are an experienced VBA programmer. Using VBA to modify email content can be complex, unstable, and potentially trigger security alerts. Furthermore, Outlook updates could break your custom script.

10. My IT department refuses to remove the tag. Are there any other workarounds?

If direct removal is not an option, focus on improving your email security awareness. Learn to identify phishing attempts and suspicious emails, regardless of the presence of the “External” tag. You can also explore alternative email management techniques, such as using filters and folders to prioritize and organize external emails.

11. Does the “External” tag mean the email is definitely a phishing attempt?

No, absolutely not. The “External” tag simply indicates that the email originated from outside your organization. It doesn’t automatically mean the email is malicious. It’s a reminder to exercise caution and carefully scrutinize the email’s content and sender.

12. Where can I learn more about email security best practices?

Numerous resources are available online and through your organization’s IT department. Search for reputable sources on phishing awareness, malware prevention, and secure email communication. Consider taking online courses or attending workshops to enhance your knowledge and skills in this area. You can also ask your IT department for any training they provide.