Step by step: How do you handle the email attachment metadata
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When we send an e-mail attachment, we are not always aware of all the information that could be inside. Often, we are sharing much more than we realise. Word documents, PDFs, spreadsheets or presentations often contain hidden metadata: details such as the file author, company name, save path, modification dates, previous versions or even internal comments.
This data, invisible to the naked eye, can turn into a vulnerability. If they are leaked or end up in the wrong hands, they can compromise the confidentiality of your organisation, reveal internal network routes, expose strategic decisions not yet approved, or even be used as an entry point for a cyberattack.
Metashield is a suite of tools specifically designed to prevent the leakage of sensitive data in metadata, especially in corporate environments. Its Outlook 365 version performs right where it is needed most: in the daily sending of emails with attachments. Thanks to Metashield for Outlook 365, you can eliminate the risk of leaking sensitive information in the attachment metadata before sending them out, without affecting user operations, and ensuring that the information leaving your organisation is only what you really want to share.
What is the problem with metadata and what impact does this have on business?
Metadata are those invisible bits of information that are automatically generated when you create, edit or save a file. They range from the author’s name, creation date or system paths, to internal comments or version history. Although they seem harmless, they may contain sensitive details that reveal more than you would like to share. And here’s the problem: when you attach that file to an email in Outlook 365 and send it outside your organisation, that metadata travels too. No filters. No control. No return.
The impact on business can be critical. In the wrong hands, metadata can expose sensitive information, open the flood gates to cyberattacks, lead to GDPR breaches or erode the trust of customers and partners. It is not science fiction: it is a silent vulnerability that happens every day. And the most worrying thing is that many companies are not even aware of it. If this risk is not dealt with in a way that is both automated and structured, sooner or later it will turn into a leak, be it of reputation, data or control.
What is TU Metashield and what is it for?
Metashield is part of the TU family of tools designed to protect the information hidden in companies’ digital archives.
Its main function is to analyse sensitive metadata in documents, images and other formats before they are shared. This avoids information leaks that could go unnoticed. Each file may contain invisible details such as: the author, modification history, internal comments or even the location of the device where it was created. Metashield automatically detects this data, ensuring the privacy and security of corporate environments.
It also contributes to regulatory compliance, helping companies to align their processes with regulations such as the GDPR. Thanks to this layer of control, sensitive information is prevented from leaving unattended.
Finally, it acts as a barrier against accidental leaks that could compromise internal strategies, negotiation processes or, in short, the company’s reputation. And all this, without disrupting the way the teams work.
How do you integrate Metashield for Outlook 365 in companies? Step by step
Having employees check the metadata before sending out a file is rather complicated. Some users do not know that the metadata exists, let alone how to check for it. And even if they intend to review them, the pace of daily work and the pressure of deadlines mean that such actions often get overlooked. Human error is inevitable, and in security matters, this can be costly.
Integrating Metashield for Outlook 365 into a company is a simple process. The tool is deployed as an add-on to the Microsoft 365 environment, so it requires no infrastructure changes or complex training for teams. Integrating it is very simple, just follow the steps below:
- Contact and agreement signature: the first thing you have to do to integrate Metashield for Outlook 365 is to fill out the form for us to contact you.
- Delivery of technical resources: once the agreement is signed, you will receive everything you need for the integration: license, manuals and a configuration file adapted to your needs. With these resources, your team can deploy the add-in in Microsoft 365 without complications.
- Installation and activation in Outlook: once the add-in is installed, select the mailboxes you want to protect and that’s it! From that moment on, end users will see it in the add-in bar, which is usually at the top, and can start using it. The best thing is that it works by automatically treating the documents every time they are attached to an email, analyzing and protecting the files before they are sent.
Once installed, the plug-in integrates directly into the corporate email workflow, scanning and processing attachments before they are sent.
Using the Metashield for Outlook 365 online console, administrators can define metadata management policies by file extension type. This ensures a standardised application of security policies for all users. It also allows the level of control to be adapted to the real needs of each organisation.
What’s more, Metashield issues reports and provides traceability on the files processed, giving visibility and control to security and compliance teams. It is a lightweight yet powerful solution, designed to strengthen data protection without complicating users’ day to day.
This innovative tool can help companies protect their data and prevent leaks of sensitive information. Integrating it is very simple, so get in touch with us to start protecting your company from data leakage.
Graduado en Comunicación Audiovisual y en un máster en Dirección de Marketing, interesado en la innovación y en cómo conectar las marcas con las personas. Madrileño con tintes pamplonicas y seguidor del Atlético de Madrid. Actualmente aprendo en el equipo de marketing de Telefónica Innovación Digital.
