How Outlook 2010 Helps You Not Do Stupid Stuff with Email

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Have you ever accidentally hit “Reply All” when you just meant to “Reply?” Or did you email someone you knew was on vacation? What about sending a message with an attachment that was well beyond the size limit of the recipient's mailbox? If you’re like a lot of busy email users, you’ve probably done at least one of these things at least one time…if not more.

But with Outlook 2010, email faux pas like these will become things of the past thanks to the new “Mail Tips” feature being introduced in the new version of Outlook. For corporate users who pair Outlook 2010 with Exchange 2010, Outlook and Exchange will work together to see if your email meets any of the conditions MailTips aims to address. If it does, a message pops up at the top of the “Compose Email” window, warning you of the issue.

There are actually several scenarios MailTips cover, not just the three mentioned above. See the list below for the complete list.

You can switch MailTips off and on, individually, in Outlook’s Options (in the Mail section), if desired, or the Exchange administrator can control them for a company’s end users instead.

MailTips will be supported in the updated version of the Outlook Web App, too.

Here’s the full list:

Restricted Recipient

Displayed when you do not have permission to send messages to a specific recipient – if sent the message will not get delivered.

Moderated contact group

Displayed when a contact group has a moderator (a new feature in Exchange 2010) who triages incoming messages and determines whether the message should be delivered to the contact group.

Invalid recipient address

Displayed when the recipient’s address is no longer valid – this can often happen if a recipient address was stored in the nickname cache but the recipient has left your organization since the last time it was used.

Message too large for recipient

Displayed when the size of the outgoing message exceeds the size limit for incoming messages of one or more of the recipients.

Message too large to send

Displayed when the size of the outgoing message exceeds the send message size of the sender.

Recipient Mailbox is full

Displayed when the recipient’s mailbox is full and the message cannot be delivered to them.

Large number of recipients or contact group

Displayed when the number of recipients that the message will be delivered to (either as individuals or as part of a contact group) exceeds a defined value set by the Exchange administrator.

Recipient is using automatic replies

Displayed when a recipient has turned on their Automatic Reply (aka Out of Office) message.

External recipient

Displayed when a recipient is outside your organization.

External recipient in contact group

Displayed when a contact group contains a recipient that is outside your organization.

Additional information

This MailTip is intended to replace messages that might otherwise be sent as an automatic response. Examples of these are messages like "You will receive a response within 72 hours" or "this mailbox is not monitored." They might also be useful for a user who works part time, and might not want to always have an Automatic Reply message set up.

Mailbox quota about to be exceeded

Displayed when the message being composed will push your mailbox quota over the limit and it will not be possible to send more messages until space in the mailbox is freed.

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