Block Reply All, Forwards, and more in Outlook

Block Reply All, Forwards, and more in Outlook

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Have you ever sent a message and asked people to "small r" you (aka "reply just to sender") only to unleash a barrage of public responses to a large work group of recipients? There's a way to prevent this tucked away in every message, if you know where to look.

This works in both Outlook 2007 and Outlook 2010. Before you send your message, click the Options tab. Now click the bottom half of the Permissions button and select Do Not Reply All:

Do Not Reply All

Now the Reply All button will be unavailable for all recipients except for the sender:

Reply All button is unavailable

Likewise, if you want to prohibit mails from being forwarded, select the Do Not Forward option. This has the added side effect that the contents of your e-mail cannot be cut and pasted or printed. It's not foolproof (I managed to screenshot such a mail!) but it can limit recipients' ability to unintentionally pass along sensitive information.

To remove any of these options from a mail prior to sending it, simply select No Restrictions.

Suzanne

Comments
  • This looks like very useful information and I wish others would use it.  Unfortunately for me, I don't have the Options -> Permissions menu.  Do you know how to enable it?

  • Suzanne,

    Is this feature for single users, or is needed domain infrastructure with IRM service? This is important information for users in end note of article. THX.

    Peter

  • This feature does require Exchange Server mail with Information Rights Management. This will not work with other mail servers (POP, IMAP, Hotmail). It's meant for corporate mail systems and, as noted in the tip, it's mainly meant to discourage Reply All and Forwards.

  • I do not seem to have the Options->Permissions menu including the "Do Not Reply All".  I am on a Exchange Server -- how do I go about getting this installed?

  • It's to bad that it will not work with other mail servers.  It would really stop a lot of mail being forwarded with addresses!!  Something for Microsoft to work on in improving their products.

  • Interesting becasue this option was available with Office2007

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