How to Never Again Send a Bad Email
Draft the email in an external program
Fill out the To: fields after writing the email
Waiting until after the email is finished before filling out the To:, CC:, and BCC: fields prevents emails from being sent before they are finished.
Reply versus Reply to all
Check attachments before sending
It is also helpful to understand how attachments are affected by replies and forwarded emails. When an email with an attachment is replied to, the attachment is not included in the reply. By contrast, forwarding an email with an attachment includes the original attachment.
This step prevents emails from being sent with missing attachments, as well as forwarding attachments that should not be shared.
BCC whenever appropriate
This step helps protect everyone's privacy and keeps emails cleaner.
Email is one of the most commonly used business communication tools. As such it needs to work and not waste time. Sending bad emails often has more to do with distractions, feeling rushed, or having technology fail. Drafting an email in a word processing program instead of using a webmail interface can prevent the loss of an in-progress email. Filling out the to, cc, and bcc fields after the email is finished ensures the email is finished before it is sent. Replying to all with important information maintains a higher level of communication. Inserting an attachment before writing the message prevents sending emails with missing attachments. Lastly, using the bcc feature protects people's personal information.
As always, working smarter is better and these tips can make the difference between a mediocre and a fantastic email!