How deleted emails are recovered in Exchange

See a good guide here on the Microsoft site on how a deleted email which is missing from the Deleted Items folder can still be recoverable.

In Exchange, an admin can access 'in place eDiscovery & hold' under Compliance Management. The admin will be able to select specific email accounts to search through.

Microsoft provides a detailed diagram showing how keyword searches can be entered to search through the mailboxes of multiple custodians. Note that you have the option to run proximity searches, and can restrict the search to a particular date range.

Tracking pixels

An image embedded in an email must be downloaded off a server by the recipient. This allows the sender to determine exactly

when an email message is opened. Images will often be added surreptitiously and can be transparent. The general concept is known as a web beacon or tracking pixel. It can be made to work not only with images but other elements of HTML.

The pixel will disclose the IP address to help pinpoint the recipient’s location.

Email software can be set to prevent the downloading of images from servers. In Outlook, go to File . . . Options . . . Outlook Options. In the Trust Center‘s ’Automatic Download’ tab check off the boxes labeled “Don’t download pictures automatically in standard HTML email messages or RSS items” and “Don’t download pictures in encrypted or signed HTML email messages.”

Sending Multiple Outlook Emails with Multiple Attachments Automatically

Michael Dew, a lawyer up in the Great White North, has done American legal professionals a big favor by creating a MS Excel spreadsheet which can be used to send multiple emails in MS Outlook to different recipients, with each email having different attachments. See this post on Legaltree: https://www.legaltree.ca/node/2243 .

I downloaded the spreadsheet this evening and was able to successfully use it to send out emails to different recipients with different attachments in each email.

Michael provides very detailed instructions on his site, in this YouTube video, and within the spreadsheet itself. These are the key areas in the spreadsheet you have to edit:

1. On the right side enter a draft email between the two pink rows. Use fields entered in curly brackets to pull data from the columns listed below the second pink row.

2. These fields will have to be placed on the same rows on which the subject line and email recipients are listed on the left.

3. It's possible to enter multiple email addresses in a single cell separated with semicolons.

4. In the cells shaded in yellow at the top left below the instructions, you can list up to 3 attachments that you want to have added to all of the emails that you are sending:

5. Below list on the first row for an email, the first attachment; the command 'Send' or 'Save'; the subject line; the recipient emails; CC emails; and BCC emails in columns B to G.

6. Then on subsequent rows in column B enter the paths for additional attachments for each email. Be sure to put 'Additional attachment' in column E for additional file path for all of the attachments after the first. Leave the other columns blank.

The macros in the spreadsheet allow Excel to send commands to Outlook. But 'Outlook Object library' and 'Microsoft Scripting Runtime' must be checked off in Visual Basic. Go to Tools . . . References:

When you're ready click the green button to send (or save as a draft) each email.

The emails will be sent automatically, with each opening up and sending by itself on your PC - not in the background. You'll get a message when all of the emails have been sent.

As always, I tested out this method tonight and confirmed that it worked correctly. Michael's tool may be particularly useful in sending out subpoenas to be served via email.