We have all experienced the embarrassing feeling right after we sent an email and realize that we have misspelled a simple word, forgot to upload an attachment, accidently CC’d the recipients rather than using BCC or done anything else to immediately make us wish that we could UNDO the email we just sent. After we notice the mistake, we usually have a negative feeling nagging us in the back of our heads, distracting us from work and causing us to dread the upcoming reply.
Each week 100’s of emails fly in and out of our inboxes, and usually there are a couple notable mistakes within this number. We are constantly sending emails while eating, jogging, walking, talking and during all of the other activities that fill up our busy days. Not as much effort goes into checking over what we have sent and modern correspondence comes with so many embarrassing mistakes.
Here are 3 simple ways in which you can make your emails error free. Enjoy!
1. Get a great grammar and spell checker such as Ginger
Whether you are emailing an employee, friend, boss or relative, spelling and grammar mistakes always ruin the entire message. Often, the glaring error will be burned into the recipient’s memory. Ginger works as a browser extension that will highlight and spelling or grammar mistakes and let you easily fix them before hit send. Also, you can use Ginger to perfect documents and emails when you use MS Office.
Spelling and grammar checkers have been around for a long time and have become a basic requirement for every word processing or email service. However, one of the major barriers that distinguish these softwares from human editors is that they don’t “understand” context. For example, the phrase “let’s sea” was obviously not what the writer intended (Ginger would suggest “see”). Ginger is also available to Android users in the Google Play store.
2. Start your email by uploading attachments.
It is very easy to forget to attach those documents that you worked so hard on to create. We all have hit the send button before we have hit the upload option and it sucks. There is nothing worse than sending a document or image for feedback and getting the response “where are the attachments” rather than glowing feedback. Get into the habit of starting your emails with an upload and you will avoid this annoying mistake.
3. Utilize Gmail’s “Undo Send” Feature.
Did you finish your perfect email and hit send button only to immediately realize that you missed something, sent it to the wrong person or attached the wrong picture? There IS a solution to this grave error. The geniuses at Google have created a feature called “Undo Send” which lets you stop messages from being sent for a few seconds AFTER you hit send. Replace that feeling of dread with relief with this awesome feature. Just go to “settings,” then “labs” and hit “enable” next to the UNDO SEND feature to get started!