{"id":57530,"date":"2023-12-08T04:00:00","date_gmt":"2023-12-08T12:00:00","guid":{"rendered":"https:\/\/wamsinc.com\/?p=57530"},"modified":"2023-12-08T03:18:26","modified_gmt":"2023-12-08T11:18:26","slug":"beware-the-4-most-dangerous-outlook-features","status":"publish","type":"post","link":"https:\/\/wamsinc.com\/beware-the-4-most-dangerous-outlook-features\/","title":{"rendered":"Beware the 4 Most Dangerous Outlook Features"},"content":{"rendered":"\n<p>Of all the Microsoft Office applications in law offices, Outlook is hands-down the most frequently used. After all, who doesn\u2019t need to handle email every day? Here are four features that trip up even seasoned Microsoft Outlook users.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">1. Auto-Complete<\/h2>\n\n\n\n<p>You probably use the Auto-Complete feature every day, and take it&nbsp;totally for granted. The moment you put your cursor in the To: field of an email and start typing, Outlook tries to predict the email address you want. It\u2019s been tracking your email habits and building a list of names and addresses from the messages you send. So, the moment you type \u201cb\u201d in the To:&nbsp;field,&nbsp;it suggests several past addressees whose names begin with \u201cb.\u201d<\/p>\n\n\n\n<p>But with an inadvertent slip of the mouse, that email you&nbsp;<em>think<\/em>&nbsp;you\u2019re sending to law partner Barbara could instead be going to opposing counsel Barry. And if the message contains sensitive information about a client, you\u2019ve just breached confidentiality.<\/p>\n\n\n\n<p>To be 100% safe, you\u2019ll want to&nbsp;<a href=\"https:\/\/support.microsoft.com\/en-us\/office\/manage-suggested-recipients-in-the-to-cc-and-bcc-boxes-with-auto-complete-dbe46e31-c098-4881-8cf7-66b037bce23e\" target=\"_blank\" rel=\"noreferrer noopener\">disable Auto-Complete altogether<\/a>. To do that, go to File &gt; Options within Outlook, then click Mail on the left and scroll down to the Send Messages section. You can clear the Auto-Complete list with the Empty Auto-Complete List button and start fresh. To disable Auto-Complete altogether, be sure to uncheck the box next to \u201cUse Auto-Complete to suggest names\u201d.<\/p>\n\n\n\n<p>But if you\u2019re too addicted to its convenience to ditch it, be sure you do these things:<\/p>\n\n\n\n<ul>\n<li><strong>Pause to examine the list of choices you\u2019re presented with when you start typing,<\/strong>&nbsp;then pause again after you\u2019ve chosen an addressee from the list. A little mindfulness here could save a lot of embarrassment.<\/li>\n\n\n\n<li><strong>Delete email addresses you don\u2019t need (or want) from Auto-Complete\u2019s list of suggestions.<\/strong>&nbsp;Hover your mouse to the right of any&nbsp;address in the list that you want to delete from future choices and click the X on the right.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">2. Out of Office<\/h2>\n\n\n\n<p>You\u2019re getting ready to leave the office on vacation or for an out-of-town continuing education program. Did you give your assistant your itinerary? Check. Turn on your alternate voice-mail greeting? Check. Turn on Outlook\u2019s Out of Office (aka Automatic Replies) feature? Check.<\/p>\n\n\n\n<p>Before you go, double-check that Out of Office auto-reply. Do you really want to&nbsp;advertise to the world that your home is unoccupied, or which hotel you\u2019re staying in?<\/p>\n\n\n\n<p>You want your Out of Office message to reach the people you regularly do business with and give them only the information they need. Limit the reach of Outlook\u2019s auto-replies to those inside your office and, if necessary, to outside recipients who are already in your Contacts list.<\/p>\n\n\n\n<p>Inside the Automatic Replies dialog box (accessible to networked Outlook users from&nbsp;<a href=\"http:\/\/support.microsoft.com\/en-us\/kb\/290846\">the File tab under Info<\/a>&nbsp;in Outlook versions 2010 and up, or from the Tools menu in version 2007), you\u2019ll notice two tabs: Inside My Organization and Outside My Organization. Inside My Organization covers those who are on the same&nbsp;Exchange Server&nbsp;as you. This tab lets you send a detailed message to co-workers about how to reach you even when your assistant isn\u2019t available.<\/p>\n\n\n\n<p>The Outside My Organization tab covers everyone else, and here\u2019s where you can write a more limited message to go to clients&nbsp;and others. But you needn\u2019t set it to send a response to everyone who emails you. Instead, check the box next to \u201cAuto-reply to people outside my organization,\u201d then click the radio button next to \u201cMy Contacts only.\u201d This limits auto-replies to only those whom you\u2019ve added to your Contacts list in Outlook.<\/p>\n\n\n\n<p>Also, don\u2019t forget to take advantage of Out of Office\u2019s ability&nbsp;to turn itself off when you\u2019re back in the office. After you click \u201cSend Automatic Replies\u201d in the top half of the dialog box, check the box \u201cOnly send during this time range,\u201d then put in a start date and end date and time.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">3. BCC<\/h2>\n\n\n\n<p>Blind-copying a client on an outgoing email seems like an efficient way to keep&nbsp;a client or other interested party in the loop on your communications with opposing counsel or others. Outlook keeps the identity of any BCC\u2019d parties secret in your outgoing email (although they\u2019re still&nbsp;<a href=\"https:\/\/technet.microsoft.com\/en-us\/library\/bb331962.aspx\" target=\"_blank\" rel=\"noreferrer noopener\">retained in the message\u2019s metadata<\/a>). Sounds safe enough, right?<\/p>\n\n\n\n<p>The problem with BCC, however, isn\u2019t your outgoing email. It\u2019s what happens when a&nbsp;blind-copied recipient hits Reply to All. At that point, one protected recipient\u2019s identity is exposed, and if others on the BCC list do the same, their identities are revealed as well as what they wrote.<\/p>\n\n\n\n<p>I\u2019m not saying it\u2019s always dangerous to use BCC. For instance, if your assistant saves your outgoing emails to a document management system, blind-copying him or her makes that task easier. If you use BCC, though, always consider the&nbsp;impact on client confidentiality&nbsp;should the reply chain get out of your control.<\/p>\n\n\n\n<p>In some cases, you&nbsp;would&nbsp;be better off forwarding the original message to your client (with a slightly altered Subject line to keep it out of the original&nbsp;Outlook conversation view).<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">4. Reply to All<\/h2>\n\n\n\n<p>Decades after the invention of email, Reply to All still wreaks havoc. And if an email has a particularly long list of recipients,&nbsp;everyone\u2019s inbox can fill up quickly.<\/p>\n\n\n\n<p>Fortunately, this feature can be disabled or at least modified. Here\u2019s how:<\/p>\n\n\n\n<ul>\n<li><strong>Disable Reply to All on your outgoing messages.<\/strong>&nbsp;Microsoft offers a plug-in called&nbsp;No Reply All&nbsp;that adds the option to disable a recipient\u2019s Reply to All function on your outgoing message. It\u2019s not 100% foolproof, though, because it depends on your recipient using Outlook to honor the flag this adds to your email. For something more foolproof, talk to your IT person about what settings can be tweaked on your Exchange Server.<\/li>\n\n\n\n<li><strong>Get a warning when you click Reply to All.<\/strong>&nbsp;Sperry Software offers a plug-in called&nbsp;Reply to All Monitor&nbsp;that pops up a warning whenever you click Reply to All. It can even prompt you whenever your reply is going outside your firm or if you were BCC\u2019d on the original email. Standss offers a similar product called&nbsp;ReplyGuard. Either product could provide you a \u201cShould I or shouldn\u2019t I?\u201d moment that could save you lots of&nbsp;embarrassment.<\/li>\n<\/ul>\n\n\n\n<p>Bottom line: Always use email mindfully.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Of all the Microsoft Office applications in law offices, Outlook is hands-down the most frequently used. After all, who doesn\u2019t need to handle email every day? Here are four features that trip up even seasoned Microsoft Outlook users. 1. Auto-Complete You probably use the Auto-Complete feature every day, and take it&nbsp;totally for granted. The moment&hellip;<\/p>\n","protected":false},"author":2,"featured_media":57532,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[18],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Beware the 4 Most Dangerous Outlook Features - WAMS Inc<\/title>\n<meta name=\"description\" content=\"WAMS is an Managed IT service provider serving all over South California, WAMS is not just a standard managed service provider that serves small businesses \u2013 we are specialized in managing law firm IT services. 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