(Applies to Outlook 2007 and Outlook 2003)
Have You Ever Sent an Email You Wished You Hadn't?
Here are some ideas to help you catch typos and other mistakes, and handle those "emotionally charged" emails that taunt you to respond.
Catch Errors...
We've all sent out emails with typos. Perhaps it's best to type an email...wait a bit...and then review it again before sending; we'll explore how to you can do this.
Anger Management?...
I have learned (sort of) to WAIT! before I send out an emotionally charged email. However, sometimes it's too difficult to just "let it go"...hmmmm (that's my Yoga hum).
Here are a few options to consider that can save you embarrassment with your clients and possibly heartache.
It starts with those DEFAULT Settings...
Outlook, as well as most e-mail clients, send e-mail as soon as you hit "Send", and that's why we get into trouble. So here's the thought...Instead of sending each e-mail immediately, let them sit in the Outbox. Later (maybe a few minutes or even hours), review the messages one last time and then send them.
You are guaranteed to...
Find small and seemingly unimportant mistakes, but mistakes nonetheless. Plus, letting a message sit for a while, especially if you're angry when you respond, will give you a bit of time to rethink and perhaps, even save face.
OPTION 1: Sleep it off
When responding about an email that has your emotions cranked up...sleep before your send.
OPTION 2: Uncheck the "Send Immediately" box
Outlook is configured to send mail when you click Send in the New Message window. To reset this option so that you control when Outlook sends mail, do the following:
1. From the Tools menu, choose Options.
2. Click the Mail Setup tab.
3. You can uncheck the "Send immediately when connected" box and no matter what account you are using to send your email it will remain in your Outbox until:
> You click Send/Receive or
> the Automatically check email feature kicks in
OPTION 3: More Options
To look at more options - instead of unchecking the "Send immediately when connected" box in OPTION 2 click the Send/Receive button just to the right of that (in the Mail Setup tab).
Under the: Setting For Group "All Accounts" section
1. Uncheck the "Include This Group In Send/Receive (F9)" option.
2. Set the "Schedule an Automatic Send/Receive every..." - change this to maybe every 30 minutes or so to give yourself time to think it over and then review the email again.
3. When done Click Close and then OK.
After unchecking the Send/Receive option, you must remember to click Send/Receive on the Standard toolbar to send mail.
We have a saying here on Maui: "When in doubt don't go out!" this refers to the surf, especially when we have high surf advisories.
We can use that lesson with our email to say something like "When in doubt don't Send it out!". ;-)
I hope you find this tip helpful and that it can help you come across as more professional and understanding.
Jeff
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