Outgoing Email Checker for Microsoft Outlook

Approve outgoing email before sending in Outlook 2010, 2013, 2007

Check outgoing emails before sending in Outlook

Outgoing Email Checker for Outlook is a helpful reminder add-in that will let you avoid most common emailing mistakes. The tool checks your messages for the conditions you specify and prompts you to make the necessary corrections before sending. All you need is to create rules for outgoing mail in Outlook and enjoy professional timely correspondence.

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Free 15-day trial version, 5/6/2014

You can start the add-in by clicking the Rules icon in Outlook. You will see the Outgoing Email Checker window. All your before-sending rules will appear in the list on this window. When you select a rule in the list you can preview its details on the description section.

Outgoing Email Checker window in Outlook

Create a rule for outgoing mail from scratch

  1. Open Outgoing Email Checker by clicking on the Rules icon.
  2. On the add-in window click on the New rule button and you will get to the first step of the Rules Wizard. Click this button to create a new rule
  3. Select the Create a rule from scratch radio button and click Next.
    Create a rule from scratch
  4. On step 2 you'll find the list of items, let's call them rules. When you check certain rule, it means that you need the add-in to make sure it is observed. For example if you need the tool to prompt you for the account, select the 'message is sent through certain account'. If you want to get a warning when your message is too big, choose 'attachment size is less than specified'.

    Tick the checkbox next to the necessary item.
    The add-in can check one of the following rules

    Note

    Note: If you select an item and then tick the checkbox next to it in the Invert column you will get the entry the other way. For example, 'Message has attachments' will turn into 'Message doesn't have attachments'.

    Invert conditions
  5. In the Rule description field you will see the item's details. Click on the line with the link in the Rule description field to edit the rule, if necessary.
    Click on the link in the Rule description field to edit
    According to the condition you choose you will see a dialog box where you can enter the necessary keywords like external email/domain or number. Click Next.
    Enter the necessary keywords or number in the dialog box
  6. On step 3 you can define conditions for checking your email before you send it. Just tick the checkbox next to the necessary conditions.
    The add-in can check for the following conditions

    Tip

    Tip: You can choose to apply the rule for all outgoing messages by ticking the corresponding checkbox on the Specify conditions step.

    Choose to apply the rule for all outgoing messages

    Note

    Note: If you select an item and then tick the checkbox next to it in the Invert column you will get the entry the other way. For example, 'If message has attachments' will turn into 'If message doesn't have attachments'.

    Inverted conditions
  7. When you select a condition, in the Rule description field you will see its details. If necessary, you can edit conditions by clicking on the line with the link in the Rule description field.
    Set the condition by clicking on the line with the link
    According to the condition you choose you will see a dialog box where you can enter the necessary addresses or number. Click Next.
    Enter the necessary keywords or number in the dialog box
  8. On the last step you will see the rule name generated automatically according to the criteria you select. You can edit the name if you want. To do that, just click on the Edit the rule name field and enter your text.
    Edit the rule name
    Click Finish to save the rule.

Use rule templates to prompt you before sending email

You can create a rule using a template. There are ready-to-use templates and the ones where only some criteria are pre-specified. You can use templates to enable Outlook rules like these:

  • Remind to add attachment if the email contains certain words or if it is sent to certain recipients
  • Alert if the message size is greater than specified
  • Make sure the message contains a salutation and a proper closing
  • Make sure the message has correct 'To:' or 'CC:' recipients if sent through particular account
  • Prompt account before sending
  • Enable bad word supervision
  1. Open Outgoing Email Checker by clicking on the Rules icon. You will see the first step of the wizard.
  2. Select the Create rule from a template radio button.
    Create rule from a template radio button
  3. Pick a template by clicking on it in the list.
    Select the necessary template
  4. When you select a template in the list, you see its description in the Rule description window. If necessary, you can click on any conditions or addresses right there to change them. See a rule description in the window below
    According to the template you select you will see a dialog box where you will need to enter the necessary information.
    Enter the necessary keywords or number in the dialog box
  5. Click Finish to save the rule.
  6. If you need to change the template rule further, please click Next and click here.

Enable Reply All alert

You will appreciate this feature if you have ever hit 'Reply' when you should have hit 'Reply all' in Outlook. The tool can check if there are several recipients and you will get a Reply All warning if you forget to include them all in response to a group email.

Learn if forget to include all addresses into your reply

To enable Reply All alert, just press the corresponding button on the Outgoing Email Checker window.

Press the Enable Reply All alert checkbox

To turn the option off, click the button again.

How to change a rule

You can edit the existing rule if necessary:

  1. Open Outgoing Email Checker by clicking on the Rules icon.
  2. Select the rule you need in the list and click the Change rule button on the top toolbar. Click on this button to edit the existing rule
  3. You can also double-click on the rule in the rules list to edit it.
  4. Make the necessary changes to the rule settings and click OK to save them.

How to enable or disable a rule

If you want to turn off some rule, which don't want to delete it you can disable it. For example, you can disable outlook 2010 no-subject warning, or missing attachments alert.

  1. Open Outgoing Email Checker.
  2. Find the rule you want to disable, click on it in the list and unselect the check box next to this rule. To disable a rule unselect the check box next it
    When you need to re-enable the rule, just tick the checkbox on the left of the rule.
  3. Click OK to save changes.

Outlook Outgoing Email Checker gives you flexibility in customizing rules and makes professional correspondence easy and reliable. The add-in will check your outgoing mail for missing attachments, signatures or bad words thus letting you confirm before hitting the Send button.

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