How to use Outgoing Email Checker

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.

How to start Outgoing Email Checker

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

Create a rule from scratch

  1. Open Outgoing Email Checker by clicking on the Email Checker icon.
  2. In the add-in window, click the New rule button and you will get to the first step of 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 new rule from scratch.
  4. On step 2, you'll see the list of items, let's call them rules. Checking a certain rule 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 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:
    Select the rule you need.

    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.
  5. In the Rule description field, you will see the item's details. Click on the line with the link to edit a rule:
    Edit the rule.
    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:
    Enter the necessary keywords or number in the dialog box.

    Note. When you check subject or body for certain words, you can choose to search only the latest message in the conversation or the entire thread:
    Check the entire thread.
  6. Click Next
  7. On this step, you define the conditions for checking your email before you send it. Just tick the checkbox next to the necessary condition:
    Define the conditions.

    Tip.You can choose to apply the rule for all outgoing messages by ticking the corresponding checkbox.
    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.
  8. 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 link in the Rule description field.

    According to the condition you choose, you will see a dialog box where you can enter the necessary addresses or number.

  9. Click Next.
  10. On the final step, you enter a name for the rule to easily find it in the list:
    Edit the rule name.
  11. Click Finish to save the rule.
  12. From now on you'll receive a notification message if the rule you've created is not observed:
    Notification message if the cerated rule is not observed.

Use rule templates

You can create a rule using either ready-to-use templates, or the ones with some pre-specified criteria.
For instance, you can use templates to enable the following Outlook rules:

  • Remind to add attachment if the email contains certain words or if it is sent to certain recipients.
  • Alert if the message size is larger 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.

How to enable a rule template

To enable a rule template, follow the simple steps:

  1. Open Outgoing Email Checker by clicking on the Email Checker icon. You will see the first step of the wizard.
  2. Make sure the Create rule from a template radio button is selected.
  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. According to the template you select, you will see a dialog box where you will have to enter the necessary information.
  5. Click Finish to save the rule.

To change the template rule further, click Next.

How to enable the Reply All alert

You will appreciate this feature if you often hit Reply when you should hit Reply all in Outlook. The tool can check if there are several recipients and you will get the Reply All warning in case you forget to include them all in the response to a group email:
Reply All warning message.
To enable the Reply All alert, just press the Alert to Reply All button on the AbleBits tab in the ribbon:
Reply All warning message.
To turn the option off, click the button again.

How to turn on Prevent Reply All

Unintentional clicking Reply All for a multi-recipient message can be really annoying especially when the email was addressed to hundreds of recipients from a distribution list. If you want to avoid sending an email to all initial recipients by accident, just use the Prevent Reply All option of Outgoing Email Checker and get a warning message each time you hit Reply All:
Get a warning message each time you hit Reply All.
To switch on the Reply All alert, just click Prevent Reply All on the AbleBits tab in the ribbon:
Switch on the Reply All alert.
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 Email Checker icon.
  2. Select the rule you need in the list and click the Change rule button:
    Click on this button to edit the existing rule.

    Tip. You can also double-click the rule in the list to edit it.
  3. 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 a rule without deleting it, you can disable the rule. 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 checkbox next to this rule. When you need to re-enable the rule, just tick the checkbox on the left of the rule.
  3. Click OK to save changes.

How to use the Export/Import Rules option

If you work in a big company and want to create the same Outgoing Email Checker rules to use together with your colleagues, you may find the possibility to export and import the rules really helpful.

  1. Run Outgoing Email Checker by clicking on its icon on the AbleBits tab.
  2. Click on the Options icon on the add-in window and press the Export rules button:
    Select the Export rules option.
  3. You will see the standard Windows Explorer window where you can select the location for the rules. You can save the rules to the network drive so that your associates can use it.
  4. When you need to import the rules to another PC, just start the add-in by clicking on the Email Checker icon, click on the Options icon and hit Import rules. Select the correct file and click Open to see the rules in your program window.

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.

Ask a question

If you have any questions or issues with this add-in, please feel free to post your concerns in the comments area. As soon as we answer, a notification message will be sent to your e-mail. If you do not want to share your thoughts in public, please contact us at support@ablebits.com.
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