Send Clearer Emails

A lot of communication at Brigham Young University–Idaho is done through email, and while it seems efficient, it may cause more confusion than it solves. This is because for most people, typing comes much more slowly than talking does, which creates a delay over time in the communication process. Additionally, when you write an email, the context for the conversation is clear to you. You know what you intend to communicate but your reader may not. Since email is one-way, they won't be able to ask for clarification until they see the email.

When sending an email, make all requests very clear. Include a summary of the request at the end of the message.

Delay the Delivery of All Messages

To set your email account to delay the delivery of messages:

  1. Open Outlook.
  2. Click “File.”
  3. Under "Account Info," click “Rules & Alerts.”
  4. Click “New Rule.”
  5. In the “Step 1: Select a template” box, under “Start from a Blank Rule,” click “Apply rule on messages I send.”
  6. Click “Next.”
  7. In the “Step 1: Select condition(s)” list, select the check boxes for any options that you want.
  8. Click “Next.”
  9. In the “Step 1: Select action(s)” list, select the “Defer delivery by a number of minutes” check box.
  10. In the “Step 2: Edit the rule description (click an underlined value)” box, click the underlined phrase “a number of,” then enter the number of minutes you want the messages to be held for prior to being sent. Delivery can be delayed for up to 120 minutes (2 hours).
  11. Click “OK.”
  12. Click “Next.”
  13. In the window that appears, select the check boxes for any exceptions you wish to make to the rules you just set.
  14. Click “Next.”
  15. In the “Step 1: Specify a name for this rule” box, type a name for the rule.
  16. Select the “Turn on this rule” check box.
  17. Click “Finish.”