Tips to avoid sending emails to the wrong person

Let’s face it! It’s far too easy to send an email to an unintended person. Not only can this cause a compliance breach, but it will also impact your reputation. This post will give you tips on how to avoid sending emails to the wrong person.

You cannot solely rely on โ€œrecallโ€ in Outlook. Recall only works if the original message was unread and the organization allows recalls. If the message has been viewed, the recipient will receive a request to recall the message. It will then be up to the recipient to delete the original themselves.

You may also want to read: 5 Ways to Earn Your Customers Trust!

Tip 1 โ€“ Disable emails from being sent immediately

You can disable automatic email sending using these steps using Outlook. Note that this option will require you to click the send button when you are ready to send the email. Do not forget to click the send button!


First click on the โ€˜Fileโ€™ menu and then โ€˜Optionsโ€™.

Then using the โ€˜Outlook Optionsโ€™ window, click on the โ€˜Advancedโ€™ section and then scroll down to โ€˜Send and Receiveโ€™.

You can then untick the โ€˜Send immediately when connectedโ€™ tick box.

Tip 2 โ€“ Delay all outgoing emails with attachments for a few minutes

This option will delay the delivery of emails containing attachments by a few minutes. Note that this option will only allow you to send once the rule condition is met. If you use this tip in conjunction with the previous tip, you must wait until the rule condition is met.


First, click on the โ€˜Fileโ€™ menu and then Manage Rules & Alerts.

Next, using the Rules and Alerts window, click on the โ€˜New Ruleโ€™ button.

Now use the โ€˜Rules Wizardโ€™ window, and scroll down to Start from a Blank Rule.

Next, click on Apply rule on messages I send, and then click Next.

Choose which has an attachment in the conditions section and then click โ€˜Nextโ€™.

Now, tick โ€˜defer delivery by a number of minutesโ€™ in the โ€˜actionsโ€™ section and then edit the ‘rule description‘ by choosing the number of minutes.

Click the โ€˜finishโ€™ button and review any exceptions.

Tip 3 โ€“ Disable auto-complete

Make sure you are sending to the right โ€˜Johnโ€™ and disable Outlookโ€™s auto-complete. This feature has caused much grief for many a person. However, it is quite handy to have, and you may decide not to use this if you use the previous tips. Alternatively, you can use Outlook contacts to reduce the burden without the benefits of auto-complete.


Click on the โ€˜Fileโ€™ menu and then โ€˜optionsโ€™.

Then using the Outlook Options window, click on Mail and then navigate to the send messages section.

Lastly, untick the Use Auto-Complete List to suggest names when typing in the To, Cc, and Bcc lines.

Wrapping up

These tips will make it is easy to avoid sending emails to the wrong person! Unfortunately, as you can see, Outlook’s recall feature will not always be there to help you.

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Having started his career in 1999 as a Desktop Support Engineer, Anto soon changed paths and became a developer. After several years of development experience, he transitioned into a consultant. As an enterprise application consultant for a leading SaaS software provider, Anto specializes in AWS's serverless technologies. By day, Anto focuses on helping customers leverage the power of serverless technologies. By night, he indulges his passion for cloud computing by playing with Python and trying out things that are currently beyond the scope of his work. Sometimes Anto needs help as there are not enough hours at night. So Anto relies on a team of fellow Cloud enthusiasts to help him out. Each one is a Cloud expert in their own right, and Anto takes great pride in helping them learn and grow.

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