Outlook mentions that "this person is outside the organization" on every email I send

Question

When i send emails I get the is strange heading mentioned on Outlook emails, (web and app) that this person is outside the organization" on every email, how to remove this, using Microsoft 365

Answer 1

Hi RaGau

Thank you for reaching out to the Q&A Forum.

Based on your description, I would like to share some recommendations that I hope will be helpful.

Turn off "MailTips" (If it happens while typing - User Level)

If you see a bar at the top of the email window while you are typing/drafting the email. This is a personal setting in Outlook (Classic)

• Open Outlook > Go to File > Options.
• Select Mail in the left-hand pane > Scroll down to the "MailTips" section and click the MailTips Options... button.
• Uncheck the box that says External recipients > Click OK

Disable the "External" Tag (If it is a grey "External" box next to the email subject line in your inbox - Admin Level)

If you are a normal user, you should contact your organization's Admin to remove the tag that appears on received emails or in the reading pane for everyone in the organization.

If you have Admin access, to turn this off, you must use PowerShell. You cannot turn this off from the standard Admin Center UI: Set-ExternalInOutlook (ExchangePowerShell) | Microsoft Learn

Check Mail Flow Rules (If it is a text paragraph inserted into the email body - Admin Level)

If the warning looks like text added to the body of the email (ex: a yellow banner with red text inside the email content area) rather than a UI element of Outlook > Check mail flow rules in Exchange Admin Center

I hope this information proves help.

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Answer 2

The message indicating that "this person is outside the organization" is a security feature in Microsoft 365 designed to protect against phishing attacks. This flag is typically applied to emails sent from external domains to notify recipients that the email is coming from outside their organization.

To resolve this issue, you can take the following steps:

1. Check the Recipient's Domain: Ensure that the recipient's domain is indeed hosted on Exchange Online or Microsoft 365.
2. Contact Your Email Administrator: If the recipient's domain is hosted on Exchange Online, ask your email administrator to adjust the email configuration. They can configure emails sent from your domain to not be flagged as external.
3. Communicate the Purpose of the Flag: If emails are being flagged as external when they shouldn't be, it's important to communicate this to your recipients to prevent confusion.

Unfortunately, if the emails are genuinely being sent to external recipients, this flag is expected behavior and cannot be removed from the sender's side.

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References:

• External flag for emails sent to internal recipients