outlook

Four Ways To Control Outgoing Email In Outlook

Outlook is considered to be the primary choice for Email services in the industries. Companies trust the Outlook for its ease of use, easy transferability, ease of switching between accounts, and of course security. These benefits make it an undebatable choice, but it has certain complexities as well. One such notorious feature for Outlook, out of the box, it sends the email immediately. This, in particular, gets a lot of flak, we all know how official emails can be. It needs to read, re-read and then proof-read before proceeding. Imagine you writing an important mail to your partner regarding an important business decision and you make certain mistakes in it which you could not correct since Outlook. Sending an unverified email could prove a blunder in working life and in certain cases amount to even worse possibilities. There are hundreds of reason for someone, not send an email immediately, I will list some of the below:

  • Allowing your email to sit in your mailbox for few minutes or hours would not cost you anything. On the contrary, when you re-read or verify it, you might find fresh mistakes which you could not see while writing it.

  • When you are conversing through emails, chances are you might miss on some details from the previous log, or get answers in the next mail when you send the question. This discontinuity can prove to be pretty frustrating.

  • During the immediate exchange, there are chances when you might send something declaratory in the heart of the moment, so it is better to calm down and respond with a cool head for better work relations.

In this article, I will discuss certain change or tweaks in your Outlook to save you from embarrassment which the quick response system brings along. I will discuss in detail on how you can control your outgoing emails. I will talk how to manually send an email or send a delayed one. So kindly go through them carefully. This article has been written with Windows 10 64-bit system with Outlook configured.

Steps to Delay or Manually Send Outgoing Emails in Outlook

Here, I will discuss in detail which will help you take the power of your Outlook. The configuration settings mentioned here will help you to send your outgoing emails with a delay or manually. Kindly go through these mentioned steps carefully

1.  Disable the default: Outlook has been pre-configured to send emails immediately. In order to decide when to send these emails, first, disable the default features applied in your Outlook.

  • First, open your Outlook and then click on the File from the top-left side. Choose options and then Advanced options from the left pane. Click on the option for Send/Receive.

  • Now, a dialog box will appear, uncheck all three options under the ‘All Accounts’. You can select this option for individual groups too if they exist.

  • Save all the changes you have made and close the window.

Now, this option disabled in your account, whenever you write an outgoing email, you will need to manually send it. This will help you analyzing and re-reading the emails to help you find out mistakes.

2.  Delay All outgoing emails: Outlook routes its outgoing emails via the Outbox. Once a message has been sent to outbox, it will be automatically sent. Disabling the outgoing emails might result in chaos as you might forget to send the email completely. So, it is advisable not to disable this features. So in order to make sure your emails get delivered but you have time to go through it before sending. You can set rules in your outbox to delay the outgoing emails as per your needs. Follow the steps listed below to configure your outbox.

  • Click on the File Tab in your outlook and then double-click ‘Manage Rules & Alerts’. A new dialog box will appear.

  • Now in the new resulting dialog box, click on ‘New Rule’.

  • Now start from a new blank section and apply it to the send messages in the outbox. Click Next.

  • In the next wizard section, do not check or click on any of the options given. Navigate to the bottom of the message, which says ‘Apply This Rule After I send The Message’. Now Outlook will ask you to confirm the change in settings, click Yes.

  • In the next tab, you will be provided the option to select the number of minutes you want to delay the outgoing messages from the outbox. Enter the number of minutes you want to delay the message for and clock on Next.

  • In the next tab, you will be asked to provide exceptions, like whether you want to send starred or important messages immediately. Select the exceptions you want to apply to your outgoing messages and click next.

  • Now you will be asked to name your rule, name it as per your wish and save the settings.

3. Delay a Single message: If you feel that delaying all emails or messages is not a great idea, then you can also opt for delaying only a single message which is quite practical and flexible too. Follow the listed information to understand how to delay a single message.

  • Click on the options tab in the new message window.

  • Now, in the more option, click on ‘Delay the Message option.

  • In the next tab, you will be provided the option to set the delay in time, date and other options. If you feel like sending the set delayed message before assigned time, simply uncheck the option for ‘Do Not Deliver Before’. And you can then decide to send it whenever you like to do so.

4.  Send After Connecting: Once you leave the messages in the inbox, after exiting Outbox, your Outlook provides the option to send it when you launch the application next time. This feature can be enabled by following the instructions given below;

  • Click on the File tab > Options > Click Advanced.

  • In the send/receive section, check the option to send immediately when connected options.

  • Click OK.

These are the steps, to make your Outlook flexible and under your terms. These small changes will prove beneficial in the long run for your work environment.

You can apply everything right and not get the required results; your expectations probably don't show up in line with Outlook's reality. If you eliminate Outlook's ability to send messages waiting in the Outbox, you could or might not exactly receive a prompt to remind you when you exit. It is determined by refuge settings and even an add-in can usurp this option. In addition, Perspective doesn't send messages when closed, regardless of what you might have slated. Anything sitting in your Outbox when you leave will still be there the next time you launch Outlook. If a scheduled send the lapsed, Outlook will attempt to deliver the messages after launching. Don't schedule send tasks if you've handicapped the automated send feature; these two features avoid work together.

If you schedule messages and if you're sure the automated feature is enabled, but Perspective never sends the planned messages, talk with your administrator. Minus one, it can possible that an add-in is interfering. Disable all add-ins and see if the scheduling feature begins working for you. If perhaps it does, permit the add-ins one-by-one until you find the culprit.

 

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