Nature dictates that we human beings are prone to make mistakes from time to time. For example, if you attached a picture from your toddler’s birthday party in an email to your customer when you meant to attach your customer’s invoice, if you noticed an embarrassing typo after a message was sent, or if you got a little overzealous with your personal information that, after giving it a second thought, might be damaging to your career. Most of us have found ourselves in one or more of these situations at one time or another. That’s why it’s important that your email solution have a Message Recall feature. Message Recall gives you a “second chance” to correct an error or avoid a situation that could be embarrassing or damaging to your career.
MDaemon users have three ways to recall a message.
Using the Recall button in MDaemon Webmail.
Attaching a copy of the sent message to an email addressed to the MDaemon System account with RECALL as the message subject.
Sending a message to the MDaemon System account with RECALL plus the Message-ID as the message subject.
This quick video shows all three methods for recalling an email message in MDaemon Webmail
Let’s face it. We all make mistakes. At one time or another, most of us have gotten a little hasty with the Send button when composing an email, and sent it to the wrong Frank Thomas, accidentally CC’d the customer in an inter-office communication, or realized the email was probably not such a good idea in the first place. These examples can be quite embarrassing, but other mistakes can result in legal trouble for you or your company. For example, healthcare providers can violate HIPAA regulations by sending an email containing protected health information (PHI) to the wrong person. Penalties for these HIPAA violations can be steep, ranging from $50,000 to $1.5 million.
To avoid these situations, your email solution should have a feature that lets you delay delivery of a message. With MDaemon Webmail, message scheduling options are just a mouse click away.
“This is all great, but why would I want to delay delivery of an important email message?”
There are many reasons why one might want to defer delivery of an email message.
Delaying message delivery for an hour or even a few minutes gives you time to take a break from it and review it with a refreshed perspective – providing another opportunity to catch errors you might have missed before.
Some email conversations go back and forth too quickly, so you might respond before you have all the information or ask questions that are already answered in the next message. Deferred delivery allows you to slow the process down so you’re not having to play email tag.
Deferred delivery can help prevent you from sending an angry email response during heated discussions. Allowing yourself a little extra time to re-think your message or to cancel the message altogether can help prevent a great deal of workplace conflict.
For companies that operate globally, deferred delivery allows users to schedule messages for delivery during peak business hours in the recipient’s country, increasing the likelihood that it will be seen.
We demonstrate how to defer delivery of an email message in MDaemon Webmail in this week’s tutorial video.
While it’s true that hard drives are continuing to grow exponentially in storage capacity, many mail server administrators are still finding the need for greater control over disk space usage. An easy way to automate the process of limiting disk space used per-user while still retaining business-related data transmitted via email is to set message and disk space quotas while implement an archiving solution such as MailStore.
By default, MDaemon Remote Administration is accessed via port 1000 at your server’s host name, so if your host name is mail.example.com, then you’d enter http://mail.example.com:1000 to access Remote Administration. You can also use a secure URL – for example: https://mail.example.com. The URL you would use depends on the settings you have configured in MDaemon under Setup | Web & IM Services | Remote Administration | Web Server (and SSL & HTTPS).
I hope you find these tutorials useful. If you have questions or comments, please click on Leave a Comment (up there under the title of this post) and let us know!