Disaster Planning: Turn Off Email Address Autocomplete

February LPMT Tech Tip

Headline after headline after headline reveal attorneys suffering disaster because of mis-sending email. While slowing down and paying more attention can help, turning off some of the convenience features built into email applications can’t hurt. In MS Outlook (2010 & 2013) go to File – Options – Mail – Send Messages and uncheck “Use Auto-Complete List to Suggest Names when Typing in the To, CC, and BCC Lines”.

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Then click on “Empty Auto Complete List”.

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If that seems a bit too nuclear you can selectively remove old or easy to abuse AutoComplete email addresses that appear in email by clicking on the X next to the name that appears. This will clear it from your auto-complete list.removefromlist

 

 

 

 

 

If you use keyboard shortcuts like <Cntrl + Enter> to send an email you can turn it off. Why? Because this method  is so quick that it can be dangerous! You can turn off that shortcut by unchecking the option box, which appears in the same options menu as turning off AutoComplete. Now you won’t be able to create a disaster in the blink of an eye.

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For Gmail you must delete individual contacts for them not to show up in AutoComplete, though you can go to Settings and choose to add contacts youself instead of the default “When I send a message to a new person, add them to Other Contacts so that I can auto-complete to them next time”.

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There are other remedies for common mistakes like the “Reply All” monitor from Sperry for MS Outlook or Google’s “Undo” option in Labs (which can also be done in MS Outlook and is actually just putting a short delay on the “send” time). However, the main way to having embarrassing, costly or worse things happen from misuse of email is just to slow down on the send button.

 

Add-on: SimplyFile for MS Outlook

There are many MS Outlook add-ons that mimic functionality that is already built into the application. Though Techhit’s SimplyFile http://www.techhit.com/SimplyFile/ would seem to fall into that category since MS Outlook has a strong rules function and has added the “Move” group in the Home tab, it is actually amazingly useful despite some overlap. SimplyFile is an “intelligent filing assistant for Microsoft Outlook” and costs $50US.

So, is it worth it? Find out in my new Slaw.ca post “SimplyFile for MS Outlook

Upcoming LPMT Programs and Training

Don’t miss upcoming CLE programs and free training sessions:

Coming up in August:

  • How to… Take Control of Social Media with Hootsuite
  • How Lawyers Can Use Collaboration Tools

Coming up in September:

  • How to… Use MS OneNote for Project Management
  • How to… Automate Functions in MS Word
  • Smarter, Better, Faster: Document Assembly

Coming up in October:

  • How to…  Get the Most Out of LinkedIn
  • How to…  Manage Complex Tasks in Basecamp
  • How to…  Use MS Outlook Add-ons
  • Intersection of Ethics and Technology

PLUS Law Firm Startup Bootcamp on Oct. 4 – everything you need to know to start (or update) your law firm!

Register online at the Chicago Bar Association – CLE - CLE Seminars  and check the LPMT “Upcoming Programs” calendar for program descriptions, dates and times.

Turn Email Notification Off in MS Outlook 2010

In a recent CBA CLE program on Managing Information Overload (CBA members find materials here), I described how the pop-up notification in MS Outlook when new messages arrive can be a distraction. Here is a quick video tutorial on how to turn it off, or change the settings:

Adding Repeating – but Not Recurring – Appointments in the Outlook Calendar

The MS Outlook calendar lets users easily add recurring appointments by entering them into the calendar and then adding a frequency by clicking on the “recurrence” button. This works well for events that occur on a regular schedule – daily, weekly, monthly, etc.  However, you may find that you need to schedule events that happen frequently but do not fall into a specific pattern.  One easy way to add an appointment to multiple non-recurrent days is to copy the appointment. Simply create the appointment, then in the calendar view select  it and hold down the <Ctrl> key. Then drag and drop the appointment to other days as needed. If the time for the event  changes simply drag the event to the correct time.

Want to see how? Watch this video!

Adding Repeating – but Not Recurring – Appointments in the Outlook Calendar

The MS Outlook calendar lets users easily add recurring appointments by entering them into the calendar and then adding a frequency by clicking on the “recurrence” button. This works well for events that occur on a regular schedule – daily, weekly, monthly, etc.  However, you may find that you need to schedule events that happen frequently but do not fall into a specific pattern.  One easy way to add an appointment to multiple non-recurrent days is to copy the appointment. Simply create the appointment, then in the calendar view select  it and hold down the <Ctrl> key. Then drag and drop the appointment to other days as needed. If the time for the event  changes simply drag the event to the correct time.

Want to see how? Watch this video!

     

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