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How often have you sent a message to someone only to receive an Out of Office message in reply a moment later? Or (like me) you might have sent a message to a Contact Group, only to find out too late that group contained hundreds of people – when it happened to me I surely wished I had known in advance.
MailTips make these email “accidents” a thing of the past! As you start adopting Outlook 2010 and Exchange 2010 in your organization, we believe that MailTips will help make you feel more in control of your mailbox and more confident about the emails you send.
MailTips offer Outlook users real time information about the message they’re composing and the recipients they intend to reach with it. You will immediately know information such as if a recipient is out of the office, if they’re outside of your organization, or how many people are in a conversation group.
MailTips requires Exchange 2010 and is one of the Outlook 2010 features that best embodies the “better with Exchange” motto. As you compose a message, Outlook and Exchange work together to determine if any MailTips apply to your message, and then display them above the address fields. Also the name of the recipient the MailTip applies to is highlighted in the address field.
In the example below, I am trying to send a message to my colleague Andy and a MailTip is returned to indicate that he’s currently out of the office. At this point I can decide what to do, now that I know Andy won’t get to read this message today.
For example, I could remove Andy from the email and add someone else instead – just by clicking “Remove recipient” in the MailTip.
The MailTips space will expand automatically if more MailTips apply:
It is important to point out that MailTips is a lightweight feature with minimal load increase on the Exchange CAS server. The results are returned to the user quickly so they don’t slow down the process of writing and sending messages. We have developed an extensive caching system that saves MailTips info for recipients for 24 hours, therefore reducing the number of times the server needs to be queried. For Mailbox full and Automatic Reply MailTips, the cache is refreshed every hour because we expect that data to change more often. MailTips are displayed for email messages, meeting requests, sharing messages, and task requests.
The Outlook 2010 MailTips cover a wide array of scenarios and issues:
Displayed when you do not have permission to send messages to a specific recipient – if sent the message will not get delivered.
Moderated contact group
Displayed when a contact group has a moderator (a new feature in Exchange 2010) who triages incoming messages and determines whether the message should be delivered to the contact group.
Invalid recipient address
Displayed when the recipient’s address is no longer valid – this can often happen if a recipient address was stored in the nickname cache but the recipient has left your organization since the last time it was used.
Message too large for recipient
Displayed when the size of the outgoing message exceeds the size limit for incoming messages of one or more of the recipients.
Message too large to send
Displayed when the size of the outgoing message exceeds the send message size of the sender.
Recipient Mailbox is full
Displayed when the recipient’s mailbox is full and the message cannot be delivered to them.
Large number of recipients or contact group
Displayed when the number of recipients that the message will be delivered to (either as individuals or as part of a contact group) exceeds a defined value set by the Exchange administrator.
Recipient is using automatic replies
Displayed when a recipient has turned on their Automatic Reply (aka Out of Office) message.
Displayed when a recipient is outside your organization.
External recipient in contact group
Displayed when a contact group contains a recipient that is outside your organization.
This MailTip is intended to replace messages that might otherwise be sent as an automatic response. Examples of these are messages like "You will receive a response within 72 hours" or "this mailbox is not monitored." They might also be useful for a user who works part time, and might not want to always have an Automatic Reply message set up.
Mailbox quota about to be exceeded
Displayed when the message being composed will push your mailbox quota over the limit and it will not be possible to send more messages until space in the mailbox is freed.
Each of these MailTips can be turned on or off in the MailTips options (accessible in the Mail section of the Outlook options). They can also be turned on or off by the Exchange administrator – ensuring that they can be configured depending on the characteristics of any given organization.
Beside Outlook 2010, MailTips are also a feature of Outlook Web App – for information on the Outlook Live version of the feature, see E.J. Dyksen’s Exchange blog on it. Previous versions of Outlook and Outlook Web App do not support MailTips.
Alessio Roic Outlook Program Manager
Terrific functionality but unfortunately many companies are just finally getting around to upgrading to Exchange 2007. This would have been better if it were implemented on top of Exchange 2003 (arguably one of the most popular mail backends on the planet)....
this is just for outlook 2010 in general 3 points i hope you addressm, which are i dire need of attention 1. Mail Merge needs to be able to add fields in the email body as well as in the attachment, or at least add attachment support to mails sent with mail merge with user fields in the email body, please 2. support for Chinese or other characters in the contacts when imported from CSV's or Excel, currently, the only way to get imported characters to display correctly is through Access 2003 3. Delay Delivery should be an option built into Mail Merge, so we dont have to go through and open every email. Currently, there is a limit of 120 minutes in a delay function, but for drip marketing cmapaigns we need the calender with months ahead of time, the email would then sit in the outbox without sending until the first send/recieve after the specified date also, there needs to be support in the emal options to turn on or off sending to all email addresses listed for a specific contact, so either email1 is sent only, or emails 1, email2 and email 3 are all sent out individually when a contact is selected i sincerely hope you address these issues if i wanted to program in visual basic, I would simply make a better program than outlook. I believe thats your job, not ours.
Who can help me with this problem Task 'onsbrabantnet - Sending' reported error (0x8004010F) : 'The operation failed. An object could not be found.'
I have been an outlook user since pre-beta in 95, and live in outlook. I keep reading about features and bloatware - But can anyone here address some of the core issues on the data stores? Are there changes afoot to make the program more stable and prevent it from crashing all the time? Even though I am religious about keeping my inbox to zero and constantly archiving the data stores for the past - oh 15 years, I cannot say that I can trust outlook to safely manage and store core information. And outlook always will hang and crash, end and close abruptly at least once a day. I can pretty much say that this has been my user experience for the past decade and a half. I have run large exchange shops, and always the struggle for stability with the outlook client has been difficult. I fell in love with outlook when I first saw the the product, but like some bad co-dependent abusive relationship, the love affair with outlook is a very turbulent affair. Any chance this girl is going to mature in her data structures to give us some chance for stability?
I have recently upgraded by outlook to 2010 proplus. I dont see MailTips, and worst is even the MailTip options are missing in the Options -> Mail config screen.
bhavikp - I'm with you. I had the exact same thing happen to me. I changed my MailTips display bar option to Never show MailTips. When I went back to change it back MailTips is missing from Options >> Mail. Repair and starting it Safe didnt restore the feature.