Starting a new job? Congratulations! This is undoubtedly an exciting but nerve-wracking time as you get ready to meet your colleagues and take the next step in your career adventure.
There are a few email tools and features that may be helpful to get familiar with, no matter the company you’ll be working for, including how to schedule an email and unsend an email sent in error.
Use the handy guide below to get ahead of the game before your first day, and hit the ground running confidently that you’ve got the basics covered!
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How to Schedule Emails
Scheduling emails is a great way to manage your to-do list and ensure that nothing falls through the cracks. Different email platforms will have a slightly different process when it comes to this, but the vast majority offer the feature in some form.
In Gmail, you’ll find a dropdown box next to the Send button, which, when clicked on, will give you a range of scheduling options. If you plan on using Spike, you can find the options to schedule by clicking on the upward-facing arrow in the bottom right-hand corner of the message box.
For Outlook, all you need to do is select the Options tab in the menu ribbon and choose the date and time you’d like your completed message sent.
Can I Unsend an Email?
When figuring out how to unsend an email, it’s important to be aware that this process can vary significantly between email platforms and apps.
There are many reasons that you may want to unsend an email. Perhaps you noticed a typo or other error the second after you hit the Send button or noticed that the message had been sent to the wrong person. Or something even more embarrassing. Whatever the reason, knowing how to unsend an email is even more important when you’re new on the job.
If you’ll be using Outlook and want to recall an email, find the message in the Sent folder and open it. Then click Message, followed by Action, and select the Recall this Message option. It’s vital to note, however, that if the message has already been read, you won’t be able to recall it fully.
Gmail, too, offers the facility to unsend a message – although you only have a very short time in which you’ll be able to do so. You’ll need to look for the Message Sent tab at the bottom left of the screen; from here, you’ll have the option to View Message or Undo. The latter will recall it.
Yahoo Mail does not offer an unsend feature – so if you’ll be using this platform, type with care!
Spike is best in class regarding unsending emails, so if your new employer has this platform in place, you’re in luck. If you’ve sent an email in error (or there’s another reason you want to recall it), Spike allows you to do so without the recipient having the option to keep it.
The platform also gives the user a short time between pressing send and the ‘true’ sending of a message – so if you spot a clanger the moment you hit Send, you can completely unsend the email, leaving no trace of its existence.
Some email platforms incorporate a Priority Inbox option, and getting familiar with this feature before starting your new job is a great idea. A Priority Inbox aims to help you focus on essential tasks without distractions by filtering the emails you see.
Urgent incoming emails will be visible on your screen, but less important missives will be sent directly to a different folder to be looked at later.
Constant requests for information, digital circulars, and ‘for info’ messages can wreak havoc on your concentration and ability to get a task done – so be sure to turn on the Priority Inbox function, if the platform has one, when you start work.
Most email providers have a handy set of keyboard shortcuts that can help boost productivity and cut down on annoyingly repetitive actions. You may be surprised by how much time you can save getting to grips with this feature!
These shortcuts can take you to your inbox, send a message, insert an attachment, select unread conversations, and much more. Most platforms will even let you create custom shortcuts for a smoother workflow.
Customize the Message View
And finally, put your mark on your digital workspace by configuring how you view your messages. The majority of platforms offer a variety of ways to customize the message view.
This includes allowing the user to have messages from specific contacts appearing in a certain color – so it’s easy to see an email from your boss even if your inbox is jam-packed. Or changing the star color from the standard yellow to green, purple, or bright pink. Whatever works for you.
Use the above guide to get familiar with some of the most useful email features and tools and get set to impress on your first day on the job.