Provide a feature to warn sending email to contacts with same name and different email addresses in Microsoft Outlook 2016.
Provide a feature to warn sending email to contacts with same name and different email addresses in Microsoft Outlook 2016 to avoid misdirected email communication.
In large organizations, it is common for people to have the same first and last name. Many office experiences ask us to enter in names of people, and display names instead of email addresses / email aliases. We get lots of misdirected emails, IM's etc. because other people at Microsoft also share my name.
It would be nice if during composition, outlook understood that a particular addressee has multiple matching directory entries, and that you are about to send a mail to one of the directory entries you don't normally send mails to.
Imagine an experience like this:
"Warning: multiple people in your organization are named "Bob Smith", and you've selected one (email@example.com) you don't normally correspond with."
Ray Fallon commented
Within a big organisation, it's likely that there will be more than one person with the same name (e.g. John Smith, firstname.lastname@example.org). However, you usually send an e-mail to one of those people, e.g. they are on your team or within your work area. I propose to warn you as a user if you attempt to send an e-mail to the 'other' people that you don't normally send an email to that has the same name (but different email address, e.g. email@example.com) to the person that you normally send to (firstname.lastname@example.org).
If you select recepients from different companies (not only outside of your org), a detailed warning should be shown to avoid GDPR issues if the Send button.
Example: joe@companyA.com; mary@companyB.com; email@example.com
WARNING: You are about to send an email to recipients that work in different organizations which may result in fines due to GDPR compliance if unintentional. Are you sure you want to send this message?
The warning about sending an email to external users of your org doesn't cover this scenario. Thanks!
I have a number of Dave Smiths in my email contacts. I have multiple Dave MacDonalds. These are different people. I have accidentally email the wrong person in the past. Can there be an alert that makes me pick the right one before moving on?
Morgan Taylor commented
This would be nice if it also checked if the email is currently in the contact or being looked up from recent emails and notify as well. We have some services (CRM, salesforce, Asana) that generate emails that appear to be from a person. As we reply to these they get into the recent list for a particular person and may mistakenly send to that service instead of the person.