Email blunders can have embarrassing and even costly consequences. To help you prevent email mistakes, Microsoft has implemented Outlook MailTips. For example, you can set up MailTips to trigger an alert when you hit the Reply All button. It’s always best to take a couple of minutes and reread your email before sending it to a large recipient list, especially if it contains sensitive information.
If you haven’t used MailTips before, you’ve come to the right place. In this quick guide, we’ll show you how to use MailTips in Outlook.
How Do You Set Up MailTips?
Keep in mind that this feature requires a Microsoft Exchange Server account. In other words, the feature is available only on email accounts managed by an organization. Your IT admin needs to enable MailTips on your account; otherwise, the option won’t be available for you. At the same time, your IT admin can enforce specific MailTips settings on users’ accounts.
MailTips are enabled by default on Outlook. If you want to disable the option or tweak your settings, launch Outlook, go to File, select Options, and then click on Mail.
Go to MailTips, and click on MailTips options. Select your account, and choose what actions you want to trigger MailTips alerts.
If you want to disable MailTips, tick the Never display MailTips checkbox.
How MailTips Work
Once MailTips enabled, Outlook will display various messages while you’re composing the message. Exchange analyzes the content of the email you’re writing. Should it detect a problem, Outlook will notify you so that you can adjust the message to avoid embarrassing situations. For example, if the recipient is out-of-office and you’re asking them to reply urgently, MailTips will let you know they’re unable to do that.
Other examples of situations that could trigger MailTips include:
- The recipient’s mailbox is full.
- The recipient’s email address has been temporarily disabled or permanently deleted.
- Your email violates your organization’s policies or restrictions.
- You don’t have permission to contact the recipient or send emails to external recipients.
- The recipient’s mailbox is moderated, meaning that it requires message approval.
- The option is not available in Offline Mode.
- If your recipient list has more than 200 recipients, MailTips won’t evaluate individual mailboxes.
MailTips is a handy Outlook feature that helps you avoid embarrassing situations such as sending emails to the wrong recipients. For example, if your email violates your organization’s policies, MailTips will alert you about the issue. Are you planning to use MailTips on Outlook? Let us know in the comments below.