Secure email training: Out of Office

Secure Email Use training in a 2:35 animated story. It covers Sending safely: autocomplete, BCC, attachments, auto-forwarding, encryption. In English and Arabic, with captions you can switch on or off, and a scenario quiz at the end.

What your team will learn

State why work mail must never be forwarded to a personal account, even on leave, and name the safe way to keep up: the company mail app and the out-of-office.
Report a mail rule you didn't create, such as one that forwards or hides mail, to your security team, instead of only deleting it.
Check an email before it leaves: use BCC for outside groups, read the full address and company instead of trusting autocomplete, and attach only what the recipient needs.
Send sensitive data outside the company with the company's approved encryption, and send the password another way, by phone or text, never by email.

The story

“Out of Office” is the story at the heart of this course. Rob (sales coordinator) is the lead character; the learner watches the situation unfold, spots the warning signs, and sees the right thing to do. Set in Nakhlora Group, a fictional Gulf company.

Sample quiz question

Layla's console shows a new rule forwarding all of Rob's mail to robs.mail@homemail.example. Why did she treat it as a possible attack?

Personal webmail accounts are always hacked sooner or later.
It's the same rule criminals make with a stolen password.
Only IT Support is allowed to create mail rules for staff.
A rule like this fills the work mailbox far too quickly.

Correct answer: It's the same rule criminals make with a stolen password.

Why: Criminals who steal a password often set up a forward like this to read mail quietly. That's why a rule nobody expected is treated as a warning sign.

Full transcript

Transcript of the English video. The Arabic transcript is on the Arabic page.

Out of Office [0:01] Rob: All my mail, straight to my home inbox. No client waits. [0:08] Layla: Rob, it's Layla. A new rule is sending all your mail to a home address. Was that you? [0:14] Rob: That was me! I'm on leave from today. One inbox on my phone is simpler. [0:20] Layla: Thirty-one work emails are already in your home inbox, an account we can't protect. [0:26] Layla: If that's hacked, clients are exposed. And criminals who steal passwords set up rules like this to read mail quietly. [0:36] Rob: You're right. Rule deleted, and my out-of-office is on. [0:40] Narrator: A mail rule you didn't set up? Don't just delete it. Report it to your security team straight away. [0:48] Layla: Good. Work mail stays in the work app, even on leave. Now delete those home copies, and empty the bin. [0:57] Rob: Three emails left, and my taxi comes in twenty minutes. Can you check them with me? [1:04] Narrator: Rob's three drafts. Each one has a problem. Can you spot them before he sends? [1:17] Layla: Thirty-eight clients who don't know each other. Put them in BCC, so no one sees the list. [1:25] Rob: Wait, that's the wrong Ziad. Palmgate Foods? This quote is for Oasisline! [1:31] Layla: Autocomplete only guesses. External means it's leaving Nakhlora, so read the full address and company first. [1:41] Narrator: Sent something to the wrong person? Contact your security team straight away. [1:47] Layla: Passport copies. Attach only the four she needs, and lock the file with the company's encryption. [1:55] Layla: Send the password another way, by phone or text, never by email. [2:02] Rob: Hiba? It's Rob. The file's encrypted. I'll text you the password now. [2:09] Layla: Rule gone, copies deleted, drafts fixed. That's a good way to start your leave. [2:18] Rob: Work mail, in the work app. Nothing forwarded. [2:23] Narrator: One habit: before it leaves, check where your email is going. Something wrong? Contact your security team.

Key facts

Length (English)	2:35
Length (Arabic)	3:03
Languages	English · العربية
Captions	WebVTT
Quiz bank	14
Questions shown	10
Pass mark	80
Lead character	Rob — sales coordinator
LMS id	2051