Tecflow Technology

The one Outlook rule you need to set to save yourself from awkward conversations.

It's called "delay delivery." You set it once in classic Outlook, and from that point on every email you send sits in your Outbox for a specific time (that you set) before it leaves.

If you spot a typo, realize you sent the wrong attachment, or wrote something in frustration you wish you hadn't, you can have a standard 2-minute delay to give you enough time to stop it.

Just delete the email from your Outbox before the timer runs out.

To set it up in classic Outlook:
1. Go to File > Manage Rules & Alerts
2. Click "New Rule" and pick "Apply rule on messages I send"
3. Skip past the conditions so it applies to every email
4. Check "defer delivery by a number of minutes" and set it to 2
5. Save the rule

This is better than Outlook's built-in "Recall" feature, because it works every single
time.

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If you run a business, an employee can easily email your client list to their personal account, whether by accident or on purpose.

Most companies just trust their staff not to do this.

But you need a technical rule that stops sensitive data from leaving your network in the first place.

If you use Microsoft 365, you can use a tool called Microsoft Purview to set up Data

Loss Prevention rules.

When you turn this on, the system scans every outgoing email, Teams messages,

SharePoint/OneDrive files, endpoint devices, browser activity, and Microsoft 365

Copilot prompts before processing.

If it detects sensitive information like Social Security numbers, credit card details, or specific internal company tags, it physically blocks the email.

You do not have to monitor employees manually.

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