Workflow
None of this is expert advice. It's what people worked out for themselves, usually the hard way — what actually helped, and what they'd tell someone standing where you are. Take what fits and leave the rest.
If you only read a few
Type a placeholder like 'xxx' or 'zzzz' in the 'To' field when replying to all to prevent sending until the placeholder is removed.
The email will not send because the address is invalid.
- Typing 'XXX.com' may still be interpreted as a valid address by some clients.
11 people, independently
Compose important or emotional emails in a word processor or notepad before copying them into your email client.
This prevents data loss from browser crashes, allows for better spell checking, and provides time to cool down before sending angry messages.
- Formatting may become messy when copying from word processors into some email clients like Outlook or Gmail.
17 people, independently
Attach files to your email before writing the message body to avoid forgetting them.
Sending a follow-up email with the missing attachment is embarrassing and annoying.
39 people, independently
- Attach files immediately after opening the email composer, before writing the body, to ensure they are included.12
Wait before sending important emails to re-read them for spelling, grammar, and meaning.
Waiting an hour or sleeping on it allows you to gather your wits, read with fresh eyes, and potentially decide not to send a heated email.
2 people, independently
- Wait at least 30 minutes after drafting an email before reviewing and sending it.1
When emailing large distribution lists, put yourself in the 'To' field and the list in the 'Bcc' field.
This prevents recipients from seeing each other's addresses and creating 'Reply All' email storms.
one person who lived it
Limit inputs to one tab, one task, and one input at a time to remove context switching.
Multitasking fries attention fastest.
2 people, independently
CC yourself on emails to help track work and follow-ups.
It helps sort emails and track daily tasks.
one person who lived it
Set up a confirmation prompt that asks if you want to send the email when you click the send button.
It helps prevent accidental sends.
one person who lived it
Use a delay send feature to catch errors during the moment of panic immediately after clicking send.
The panic usually hits within 15 seconds, giving enough time to cancel the send.
one person who lived it
15 more on this
Set a 1-minute delay on outgoing emails to catch wrong recipients or attachments, especially when multitasking.
It provides peace of mind and prevents awkward mistakes made while distracted.
2 people, independently
- Use a delay send feature to catch errors when correcting someone on a previous email or forgetting attachments.2
Enter gibberish or random characters in the 'To' field while drafting to prevent accidental sending.
The system will fail to validate the address and give an error message if you try to send.
5 people, independently
Be aware that accidental key combinations can trigger sending in some email clients.
Pressing Tab then Enter or other shortcuts can send the email instead of creating a line break.
4 people, independently
Proofread emails carefully to catch missing placeholders, typos, and inappropriate tone.
It prevents embarrassing mistakes such as misspelling names, leaving in irrelevant or offensive comments, or forgetting to replace template text.
6 people, independently
- Proofread emails carefully and do not blindly trust spell-checkers, as they may suggest incorrect words.2
When using reply-all, copy the full recipient list to a notepad before clearing it, then paste it back when finished.
This prevents the trouble of re-adding everyone after you finish writing.
3 people, independently
- Draft your reply in a new message, then copy-paste the text into the reply chain to prevent automatic recipient filling.1
Watch videos on a smartphone propped up on the desk instead of using a browser window on the workstation.
It saves screen space on the workstation since the phone is a device you bring every day regardless.
one person who lived it
Be aware that some users find the tip about keeping the 'To' field empty annoying due to its frequent repetition on social media.
- Some consider it common sense or intuitive.
- Some find it repetitive and unoriginal.
3 people, independently
Use Alt-Enter to toggle fullscreen/windowed mode instead of Alt-Tab for faster switching.
It seems faster and restores proper fullscreen when used again.
one person who lived it
Ensure your second monitor supports the same resolution as your main screen.
It prevents lots of frustration.
one person who lived it
Write your message in a dedicated word processor or text editor with spell checking enabled, then copy the final version into your email client.
You obtain superior spelling and grammar verification this way.
3 people, independently
If an email is delayed due to a send lag, vaguely blame network or server issues rather than admitting the delay setting.
Everyone blames network or server issues anyway.
one person who lived it
Check for adapters or port extenders if your computer lacks external video ports.
Adapters might work to connect additional displays.
one person who lived it
Configure your email client to send messages immediately if a specific marker, such as an underscore or hyphen, is included in the body.
This allows you to bypass automatic send delays for urgent messages.
2 people, independently
When replying, cut and paste the auto-populated destination address to the subject line temporarily, rather than copying it.
Cutting removes the address from the recipient field, whereas copying leaves it there.
one person who lived it
Verify the attached file is correct by opening it immediately after adding it.
3 people, independently