University of Southampton


External Sender Banner on Emails

External Sender Banner

Email received from senders outside of the University will contain a warning banner at the top of the message.

The purpose of the banner is to remind email users to be cautious of opening attachments or following links from external contacts, helping to reduce the threat of phishing and malware.


Why has the University started adding this banner to some of my emails?

Phishing and malware received through email is one of the most common information security threats faced by the University. No-one is immune from these threats and the banner is designed to maintain awareness of this issue.


Which emails will be affected?

Any email from a sender outside of the University except for some pre-approved, trusted senders. If your department uses a third-party email service to send messages that are being tagged with the banner, please raise a ticket with the Service Desk to have the sender considered for adding to the trusted sender list. Note that iSolutions will not whitelist individual senders.


I don't need a reminder on every external email, can I have the banner removed?

The purpose of the banner is to increase awareness of email security and protect all of users. It cannot be disabled on a per-user basis.


The banner takes up too much space in the Outlook message preview. How do I fix this?

In Outlook, you can click "View", "Message Preview" and change the number of lines in the preview to three to allow for more of the message to be displayed.

In the Outlook mobile application this setting can be found in "Settings", "Mail", "Preview".


Can I remove the banner when replying to an external contact?

Yes, simply delete the line from the original message.

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