Setting up an email delivery delay rule
Have you ever sent an email that you have regretted just after hitting 'send'? (e.g. using reply all when you only wanted your reply to go to one person; spot a mistake just as you hit send; forget to include the attachment; etc.) You can utilise rules to give you a 'safety net' period before the email is sent, however this option is only available for people using the Outlook client to send their email.
Only rules can be created for incoming emails with Outlook Web App therefore a rule to set a delay on outgoing email is not possible. If you have set up the rule via the Outlook client, the rule will only run whilst the Outlook client is open.
Using Outlook client (2010):
1. Go to Files.
2. Choose Manage Rules & Alerts from the main screen.
3. Click on New Rule.
4. Choose Apply rule on messages I send (under the heading Start from a blank rule).
5. Click Next.
6. Click Next (without choosing any option). This will raise a message - 'This rule will be applied to every message you send. Is this correct?' Click Yes.
7. Choose defer delivery by a number of minutes.
8. This phrase is entered into the lower box and you need to click on the link a number of there. Type in the number of minutes delay you wish to set.
9. Click OK and Next.
10. Choose any exceptions if there are any, otherwise click Next.
11. Give the rule a name.
12. Click Finish.
13. Another message will appear - 'This rule is a client-only rule, and will process only when Outlook is running'. Click OK.
14. All emails you now send will sit in your Outbox for the number of minutes you have chosen before actually being sent. Therefore you can delete it out of your Outbox before it goes if you change your mind about sending the email. If you actually want to retrieve this email for amendment and re-sending, it will be in your Deleted Items folder. Simply open the email up, make your amendments and re-send.
15. Please Note: think carefully about how many minutes delay will work for you. See notes below.
|Note the following:
Regarding the screenshot:
|Closing Outlook client: