(Closed) What are some fool proof ways to avoid sending an email to the wrong person?

posted 4 years ago in Career
Post # 2
601 posts
Busy bee

Don’t add the names until the very last minute, but it seems like you do that already. It’s the worst if it sends too early. I think in gmail there is a function that gives you 10 seconds to revert a send?

Post # 3
7439 posts
Busy Beekeeper

Yeah I dunno, I always wait until I’ve finished composing the email before putting the addresses in the send line, but I don’t think that would have saved you here since it was an auto-fill issue. I wouldn’t stress…I’m sure it happens to this girl all the time if someone else has a similar name. And it wasn’t an important email so I think you’re good. I’m sure when you’re sending an important/confidential email you would naturally be much more scrupulous.

Post # 5
7638 posts
Bumble Beekeeper
  • Wedding: November 1999

Can you turn off auto-complete? It’s auto-complete which usually (almost) gets me.

Post # 6
264 posts
Helper bee

Usually, if the email server auto populates the email and name, you have the option to click on it and allow it to use the auto function or just continue typing the name or email address. I would just be very careful while typing the names or I would type in the specific email address.

Post # 7
1426 posts
Bumble bee
  • Wedding: November 2016

Turn off auto complete or if you’re using Outlook, choose email addresses using the “To” feature where you have to manually select a group or person instead of auto fill. 

Post # 9
1943 posts
Buzzing bee

I type their last name first. It helps a ton! 

Post # 10
429 posts
Helper bee
  • Wedding: September 2017

I do this all the time, and I get wrong emails for people with similar names to me pretty often or am CCed on emails where it happens with other people. I’ve never thought of it as a big deal. It’s always still been people from work so there isn’t really anything that would be “confidential” to the person I accidentally sent to and not to the person I aimed to send it to.

I do put a one minute delay on my email so after I hit send it stays in my outbox for a minute. This has helped me catch things when I see it right as I hit send or lets me go back and double check if I’m doubtful, or add one more thing that I thought of right after sending. It doesn’t help at all though if I’m oblivious to the mistake.

Honestly, I really don’t see it as a big deal – certainly not something to fret over.

Post # 12
2027 posts
Buzzing bee
  • Wedding: October 2016

Definitely put a 30 second or 1 minute delay on your outgoing mail. Then you can “unsend” it if you need to. Last name first as suggested above is helpful as well.

Post # 13
153 posts
Blushing bee
  • Wedding: July 2016

I think you can create distribution lists (“contact groups”) in Outlook – maybe you can create some with failsafe names, like “Management”, “Team”, etc., to use where possible. 

To remove the saved cache for a single email address, see if there’s an X next to the email address as you start to type it – that’s how you remove it in the version I use anyway. 🙂

Post # 14
13951 posts
Honey Beekeeper
  • Wedding: November 1999

Turn off the auto-fill option in outlook so when you start typing names, it doesn’t guess who you’re sending things to.  It takes a minute longer to add the names, but you’ll be more aware of who is receiving the email if you have to look them up in a global address book.

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