There are a few other compelling reasons to delay sending that email. Automator might be your Mac's most neglected program – find it in the Utilities folder,.
We experienced a problem on the Chief-Operating-Officer's desktop outlook. More than Emails came in late. Our IT Manager said: quote'As per checking on the server and on the OWA of COO – a synchronization error occur in the Outlook of COO desktop.
Synchronization did not complete and system tried to complete it up to late 5:40pm but was not successful. Have attach the error checking as well as grep tracing of 'COO's email address' email address.
On the grep tracing it shows that email started to update by about 3:00PM in COO outlook folder Root cause – mail server and storage database of 'company' email was already in near capacity and limit threshold. And 'company' mail storage hard disk has occasionally went offline and dismounted in the exchange mail server. Which cause the synchronization of folder to slow down and failed and since COO Outlook has many identity it will need update each of the folder identity. Synchronization usually occur for all outlook email folder when server was restarted or went offline and upon staff logging to email. This is normally automatically done by Outlook behind' /quote I just want to ask if these are the possible causes.
Thanks and Best Regards Bob. Well, I am having some trouble following what the IT manager is saying but I'll do my best. Please note it is possible that the IT Manager is trying to explain something in 'laymans terms' and thus, did not give you the complete, accurate response.
With that said, the response doesn't make sense. Outlook synchronization is used to synchronize an offline local copy of your mail file with the 'live' copy of said mail file on the exchange server. Synchronization errors do happen, and are actually pretty common (though you normally don't see them as they usually don't hurt anything).
However that has nothing at all to do with when an email is delivered. Assuming a major sync error occurs that completely prevents the ost (local mail file) from being updated, the email is still delivered to the mail box. The user, in this case the COO, would not see them in outlook, but they would be there in his mail file. And, when he goes to OWA, that pulls directly from the exchange server and he would see them there. If he isn't seeing them there either, then the mail has not already been delivered and synchronization has nothing to do with it.
My guess based on what was written is that a major problem occured (i.e., an outage, affecting at least the exchange server the COOs mailbox is on) and this prevented the mail from being delivered; it may have also caused the separate issue of a sycn error. So I wouldn't say he is lying per say, just either a. Downplaying what is essentially a mail outage (big issue) and calling it a sync error (small issue), or b.
Trying to explain something in a way that he thinks you will understand. As I said at the begining though, this is all guessing based on what you wrote which may or may not be accurate since I am getting it third hand. These are the corrective actions that he recommended. Any comment about this will be appreaciated. 'Corrective Action 1.
Short term and immediate corrective action A. Continue manual deletion of email database storage in transaction log of all email storage 'company'. Increase disk space of the mail server drive C by removing log and transfer it to other storage disk(not delete as this is system log and may be needed if error occur) as free space as already 12 GB and was near already to the threshold limit of 10 GB free space C. Ask staff to continue and delete further the messages in the inbox / Sent / Deleted items folder. – IT staff to check each desktop within this week.
Ask staff to regularly reboot and restart the desktop - suggest one in the morning and one in the afternoon – to refresh the desktop and for Synchronization to refresh as well as to refresh connection to email server. Ask staff to regularly click update folder so that synchronization will be manually done. For COO desktop – May I suggest to restart it also twice a day to refresh as well as click update folder for each identity so that synchronization will be done manually 2.
Long term corrective action a. Increase hard disk capacity of mail server itself and increase memory size b.
Increase capacity of the mail storage database for 'company' c. Replace 'company' hard disk mail storage as this contribute and cause slowdown in the synchronization d. Run the automatic system deletion of the backup and delete of transaction log.' These are the corrective actions that he recommended. Any comment about this will be appreaciated. 'Corrective Action 1. Short term and immediate corrective action A.
Continue manual deletion of email database storage in transaction log of all email storage 'company'. Increase disk space of the mail server drive C by removing log and transfer it to other storage disk(not delete as this is system log and may be needed if error occur) as free space as already 12 GB and was near already to the threshold limit of 10 GB free space C. Ask staff to continue and delete further the messages in the inbox / Sent / Deleted items folder. – IT staff to check each desktop within this week. Ask staff to regularly reboot and restart the desktop - suggest one in the morning and one in the afternoon – to refresh the desktop and for Synchronization to refresh as well as to refresh connection to email server.
Ask staff to regularly click update folder so that synchronization will be manually done. For COO desktop – May I suggest to restart it also twice a day to refresh as well as click update folder for each identity so that synchronization will be done manually 2. Long term corrective action a. Increase hard disk capacity of mail server itself and increase memory size b. Increase capacity of the mail storage database for 'company' c.
Replace 'company' hard disk mail storage as this contribute and cause slowdown in the synchronization d. Run the automatic system deletion of the backup and delete of transaction log.' Well, I can't really say if those steps are appropriate because I don't have access to the system, the logs, etc. So I don't know what is the root cause of the issue. Unfortunately, he is the only person who probably has enough information to make that determination. With that said, while I have no idea what equipment you guys are using, assuming it is even remotely modern, telling the end users to reboot periodically throughout the day is not a reasonable solution. Neither is forcing users to perform manual synchs regularly.
I will say that if one of my vendors service providers told me that the solution was for everyone to periodically restart their computer, the contract would be terminated immediately.
Image: iStock/FeelPic Out of the box, Outlook sends emails immediately, which probably isn't a great idea for most of us. There are many reasons not to send email immediately, but here are a few:.
Allowing an email to sit for a few hours, or even a few minutes, gives you a chance to review the content with (sort of) fresh eyes. You'll catch errors you didn't catch before. Some conversations go back and forth too quickly, so you might respond before you have all the information or ask questions that the next message answers. Slow down and avoid playing email tag. It's easy to fire off an angry response in the middle of a heated discussion. Give yourself some time to cool off. Most likely, you won't send an angry message at all.
More about Office. That last one has saved me more than once—I have a hot temper (but I'd like that to remain a secret). I've never had a knee-jerk reaction serve me well.
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If you'd like to take control and decide when messages go out, you can. In this article, I'll show you how to manually send messages or schedule messages to delay the sending. I'm using Outlook 2016 (desktop) on a Windows 10 64-bit system.
Most of these tips will work in earlier versions, but the route to the options might be significantly different. There's no demonstration file for these techniques, and they don't apply to 365 Mail. SEE: (Tech Pro Research) 1: Disable the default. As I mentioned, Outlook sends email immediately. The easiest way to determine when email goes out is to send it yourself, but you must disable this feature first:. Click the File tab, choose Options, and then choose Advanced in the left pane. In the Send And Receive section, click Send/Receive or press Ctrl+Alt+S.
In the resulting dialog, uncheck the three options under Setting for Group 'All Accounts' ( Figure A). You could also select individual groups, if they exist. Click Close and the click OK. Figure A Outlook won't automatically send email once you uncheck these options.
The options might need a bit of explanation. The first and third options allow you to customize your send tasks a bit.If you want to continue to use F9 to send messages, don't uncheck the first option. Uncheck the third option if you do not want to send messages when exiting Outlook. Definitely uncheck the second option to disable automated send tasks—that's what you're trying to do! By default, Outlook includes all accounts in the All Accounts group; you won't see individual accounts listed.
So, it's an all-or-nothing option as is. If you want to remove accounts from the group, click the Edit button.
Doing so allows you to leave the automated default setting in tact for only those accounts that remain in the group. Any account you remove will need your manual attention. Then you can create new groups and change those options as needed—or not. You might notice that you still receive mail. For better or worse, you might not be able to control your server.
Most likely, nothing is wrong. If you can't control where your email sits until you download it, you might have to live with this inconsistency. With this feature disabled, use the options in the Send & Receive group on the Send/Receive tab to control when messages go out. If you want a bit of control, check out the dropdown options for the Send/Receive Groups. Using these options, you can send mail for one account or all accounts. SEE: (free TechRepublic PDF) 2: Delay all outgoing mail Outlook routes outgoing messages through the Outbox. Once there, by default, it immediately sends the message.
Disabling the automated send feature might be too much control; after all, you must remember to send the mail. Whether you're forgetful or interrupted by meetings, phone calls, and so on, this option might not work best for you. If you don't want to disable the automated send feature but you'd like a little bit of a delay, you can set a rule on outgoing messages in the Outbox. While messages are waiting in the Outbox, you can edit or even delete them. To set up a rule that delays all outgoing mail, follow these steps:. Click the File tab and double-click Manage Rules & Alerts. Or choose Manage Rules & Alerts from the rules dropdown in the Move group on the Home tab (in Mail).
In the resulting dialog, click New Rule. In the Start From A Blank Rule section, select Apply Rule On Messages I Send ( Figure B) and click Next. In the following wizard pane, don't check any options; the lower pane will display Apply This Rule After I Send The Message.
Click OK without changing anything. When Outlook asks you to confirm that the rule will be applied to every message, click Yes. In the next pane, check the Defer Delivery By A Number Of Minutes option. In the lower pane, click the Number Of Minutes link, enter the number of minutes ( Figure C), and click OK.
The link will now display the number of minutes you entered. At this point, you can check exceptions, or not. For instance, you might want to bypass the delay if you've marked a message as Important.
For this example, don't check any exceptions. Click Next without changing anything. In the final window, give the rule a name, such as 10-minute delay. If necessary, check the Turn On This Rule option.
You can also select Create This Rule On All Accounts, if that's your intention. Click Finish and then click OK when you're ready to create the rule. Figure B Launch the Rules wizard.
Figure C Enter the number of minutes you want to delay each message. If you edit a message while it's in the Outbox, Outlook doesn't reset the timer. It's possible that you might decide to rescind the delay, and fortunately, Outlook has an option to do so:. Open the delayed message (you'll find it in the Outbox). Click the Options tab. Click the Delay Delivery option.
In the resulting dialog, uncheck the Do Not Deliver Before option ( Figure D). Figure D You can change your mind and send a delayed message at any time.
It's counterproductive to disable the automated send feature (#1) and set a delay rule. Outlook ignores scheduled delays if you've disabled the automated send feature. SEE: (ZDNet) 3: Delay a single message If disabling the automated feature or delaying all messages is overkill, you can always delay individual messages, as needed.
Fortunately, the process if easy and flexible. To delay an individual message, do the following:. Click the Options tab in the new message window.
In the More Options group, click Delay Delivery. In the Delivery Options section, set the date and time Outlook should send the message. The default settings (shown earlier in Figure D ) are for 5:00pm on the current day, and I don't know of anyway to change this default setting. If you decide to send the message before the scheduled time, simply uncheck the Do Not Deliver Before option.
4: Send after connecting If you leave messages in the Inbox when you exit Outbox, Outlook can send them when you next launch, if you like:. Click the File tab, choose Options, and click Advanced. In the Send And Receive section, check the Send Immediately When Connected option ( Figure E). Figure E Send when launching Outlook. This option isn't a catch-all for forgotten messages. If you've disabled the automated send feature, it won't work even if you select it.
If the scheduled time for a delayed message hasn't arrived, this option won't send that message. This option doesn't add much to the mix. SEE: (TechRepublic) Additional insight You can do everything right and not get the desired results; your expectations probably don't fall in line with Outlook's reality. If you disable Outlook's ability to send messages waiting in the Outbox, you may or may not receive a prompt to remind you when you exit.
It depends on cache settings and even an add-in can usurp this option. In addition, Outlook doesn't send messages when closed, regardless of what you might have scheduled. Anything sitting in your Outbox when you exit will still be there the next time you launch Outlook. If a scheduled send time has lapsed, Outlook will attempt to send the messages upon launching. Don't schedule send tasks if you've disabled the automated send feature; these two features don't work together.
If you schedule messages and you're sure that the automated feature is enabled, but Outlook never sends the scheduled messages, talk with your administrator. If you don't have one, it's possible that an add-in is interfering. Disable all add-ins and see if the scheduling feature starts working for you. If it does, enable the add-ins one at a time until you find the culprit.
Microsoft Weekly Newsletter Be your company's Microsoft insider with the help of these Windows and Office tutorials and our experts' analyses of Microsoft's enterprise products. Delivered Mondays and Wednesdays Send me your question about Office I answer readers' questions when I can, but there's no guarantee. Don't send files unless requested; initial requests for help that arrive with attached files will be deleted unread. You can send screenshots of your data to help clarify your question.
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When contacting me, be as specific as possible. For example, 'Please troubleshoot my workbook and fix what's wrong' probably won't get a response, but 'Can you tell me why this formula isn't returning the expected results?' Please mention the app and version that you're using. I'm not reimbursed by TechRepublic for my time or expertise when helping readers, nor do I ask for a fee from readers I help. You can contact me at. (TechRepublic).
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