6. Configuring Delivery Options

 
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Overview

Control how and when emails arrive and apply specific levels of importance or sensitivity to emails.

Summary

Lesson Goal

Learn how to configure how emails are sent.

Importance

To start adjusting the delivery options, open the compose email window and click the properties icon for the Tags group.

The first option is Importance. This just has three levels, low, normal, and high. By default this will be set to normal.

These levels indicate the level of urgency for the email, but note that because they’re vague, they depend on the email to properly elaborate on the sense of urgency.

Sensitivity

The tagging properties also allow us to adjust the sensitivity of an email. This gives the recipient an indication of how the email should be interpreted and whether or not its contents can be shared.

Outlook has 4 types of sensitivity, Normal, Personal, Private, and Confidential. None of these have strict definitions, so they are somewhat open to interpretation.

Receipts

We can also add receipts to our emails to indicate to us whether the email was successfully delivered or when the recipient has read it. These receipts come in the form of an email.

Timed Delivery

There are two ways we can affect the timing of our emails. The first allows us to control when our email is sent. To do this, enter a time and date and click send. The email will wait until the selected time and date to actually send the email to the recipients.

The other method allows us to set an expiration date to our email. Once the expiration date passes, the email will be deleted from the recipient’s data file if they have not read it. If they have read it before the expiration date, the email preview in the mailbox pane will use a grey color and have a line passing through it.

Transcript

In this lesson, we'll learn how to configure how emails are sent.

Outlook includes a set of delivery options which allow you to control when an email is sent and how it should be interpreted. In most cases, these tools aren't necessary, but in some cases, they can be very useful.

I need to send an email to my colleagues, telling them to prepare for a special event. A potentially very large client might be coming to the office. To start, I want to let my team know, that this is a very important event, however, this is big news that could cause quite a stir, so I want to keep this sensitive information within the team.

Also, the client still hasn't confirmed, but they said they'd let me know by Tuesday.

As urgent as this visit is, I don't wanna distract my team until this visit is confirmed, therefore, I want to delay this email until Tuesday. Let's see how Outlook's delivery options can help me with this situation.

As you can see, I've already written out the email to my team. To configure the email options, we'll access the properties for the tags group.

In the setting sections to the top left, we can see two drop-downs for importance and sensitivity. If we look at the importance drop-down, we see the options low, normal, and high.

This case is definitely of high importance.

For sensitivity, we have normal, personal, private, and confidential.

This email definitely isn't personal.

In a business context, this would be best used for discussions related to taking leave.

This email could be considered private, but I'll use confidential, as that implies a stronger sense of secrecy.

The security section is beyond the remit of this course, and voting is rarely useful, so we won't cover those, however, tracking may be useful.

I won't track the delivery, as I have no reason to believe that my email will fail to deliver. But given the urgency of the situation, it would be useful to know when my teammates have read the email. That way I don't need to wait for a reply, or pester them to ask if they've read it.

When I check request a read receipt for this message, I'll get an email letting me know when a recipient has read the message. In the delivery option section, I can choose when to send my email and when it expires.

I'll opt not to send my message until Tuesday afternoon.

The client should have confirmed by then. Now, even when I hit send, this email will wait until the chosen time to send. If the client comes, they'll leave by Friday afternoon, so I'll set the email to expire at this time.

If the recipient has not read the email by this time, it will automatically be deleted from their inbox. If they have read it, the email won't be deleted, but the text will be gray, and it will be crossed out. Let's close this window, hit send, and jump forward in time. We can see that Tony has read the email, while the other recipients have yet to read it. This would be very valuable information if I was running low on time, because it suggests that I should consider contacting the other recipients by phone or in person, to ensure they get my message. We can also see that Tony has replied with an expiring message of his own. This email is now expired, so the text color has changed to gray, and it's been crossed out.

Let's stop the lesson here. In the next lesson, we'll learn how to organize our emails in folders.

Sending and Organizing Emails

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