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How to get warning when sending email to external domain in Outlook?

While using Outlook, how can you prevent sending emails accidentally to recipients outside your company? Actually, you can display warning box when sending email to external domain in Outlook. This article will introduce a VBA method to achieve it.

Get warning when sending email to external domain with VBA code


Get warning when sending email to external domain with VBA code

The following VBA code can help you get warning when sending email to external domain in Outlook. Please do as follows.

1. Press the Alt + F11 keys to open the Microsoft Visual Basic for Applications window.

2. In the Microsoft Visual Basic for Applications window, double click ThisOutlookSession to open the ThisOutlookSession (Code) window, and then copy below VBA code into the window. See screenshot:

VBA code: Get warning when sending email to external domain

Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
'Update by Extendoffice 20180504
Dim xMailItem As Outlook.MailItem
Dim xRecipients As Outlook.Recipients
Dim i As Long
Dim xRecipientAddress As String
Dim xPrompt As String
Dim xYesNo As Integer
Dim xPos As Integer
On Error Resume Next
If Item.Class <> olMail Then Exit Sub
Set xMailItem = Item
Set xRecipients = xMailItem.Recipients
For i = xRecipients.Count To 1 Step -1
    xRecipientAddress = xRecipients.Item(i).Address
    xPos = InStrRev(LCase(xRecipientAddress), "@addin99.com")
    If xPos <= 0 Then Exit For
    Cancel = False
Next
If InStrRev(LCase(xRecipientAddress), "@addin99.com") > 0 Then Exit Sub
xPrompt = "Are you sure to send this email to outside your company? "
xYesNo = MsgBox(xPrompt, vbYesNo + vbQuestion, "Kutools for Outlook")
If xYesNo = vbNo Then Cancel = True
End Sub

Note: In the code, “@addin99.com” is the internal email domain you will send emails to. Please change it as you need.

From now on, when clicking Send button to send emails to external email domain (not the internal email domain you specified in the VBA code), a warning box will pop up as below screenshot shown.


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  • To post as a guest, your comment is unpublished.
    Magnus · 1 months ago
    Doesn't work, no pop-up is showing.
  • To post as a guest, your comment is unpublished.
    Lukas Jirovsky · 3 months ago
    I had the same problem - getting warning also for the internal e-mails.
    When the internal e-mail address from Directory is used, xRecipientAddress does not return the address, but some weird exchange string like /O=<organization...> - try to print it in MsgBox and you will see yours.
  • To post as a guest, your comment is unpublished.
    Tim · 4 months ago
    This does not work. I do not get a pop up for internal or external.
  • To post as a guest, your comment is unpublished.
    David · 4 months ago
    This is prompting both internal and external emails. both domain fields have been updated. Any thoughts? Many thanks
  • To post as a guest, your comment is unpublished.
    Yo · 6 months ago
    Hola:



    Gran aporte pero me lo pregunta para todos los envíos y no solo para los de una determinada dirección. Es decir, siempre me sale el mensaje independientemente del dominio... ¿está bien el código? Gracias.