Outlook and other email clients have simplified message management so it’s easy for everyone to communicate right away. For example, we can choose to reply to all with a click instead of having to copy-paste every recipient on the address line. This is surely a huge time-saver but it is often inappropriate. Unfortunately, it is also often overused. This is a feature that should not be used lightly. Just because you can doesn’t mean you should. There is business etiquette involving Reply All which you need to learn and apply. Below is the golden rule when it comes to this tool, as well as some dos and don’ts.
The Golden Rule
Work email can swamp inboxes with clutter. Some might be important but most can be ignored. However, you still need to go through the list to check just to make sure that you aren’t missing something urgent. Others have the same problem day in and day out. The least you could do is be considerate to your colleagues and clients. Minimize the use of the Outlook Reply All feature. Click it only when you have something to say that everyone needs to hear. Otherwise, respect people’s time and inbox space by not adding unnecessary emails.
Dos and Don’ts
If you are highly emotional, then you should certainly keep yourself from using Reply All. Get away from your desk and cool down before you write something you might regret later on. Talk it over with a friend or colleague to see the situation from a different point of view. Let them ground you and diffuse your anger. Once you are in a better mood, you should be able to compose a reply what is more logical, coherent, and professional. Try not to let other people see your outburst, especially if they have nothing to do with what you are angry about.
Be particularly careful about making politically charged statements. It could cost you your career. You might earn the ire of those who could help or stall your promotion. If you really want to reply, then address the message directly to the person you with to talk to and no one else. Politics has ruined a lot of promising careers and even personal relationships. Do not make this mistake. You have worked too hard to waste it all.
Outlook Reply All may be convenient but it is best used sparingly.