Getting Users to use Teams or Phone Call instead of Email

By: Standss Contributor , May 23rd, 2023

Email is a necessary part of business communication, but it can also be a major source of distraction and inefficiency. One of the biggest problems with email is the overuse of the Reply All button.

Reply All can quickly lead to email chains that are long, unwieldy, and difficult to follow. When used excessively, it can lead to a never-ending chain of emails that clog up inboxes and reduce productivity.

In some cases, it can even lead to what is known as a “reply-all storm,” in which a single email message generates dozens or even hundreds of responses. This can quickly lead to an overwhelming number of emails.

If you reply to an email that contains confidential information, everyone on the list will see it. This can be a security risk, especially if the email is sent to a group of people outside of your organization.

SendGuard for Outlook allows you to reduce reply-all storms in your organization by prompting users to use Microsoft Teams or Phone Call rather than replying to an already cluttered email chain.  

This is a new feature in SendGuard version 5 that our existing enterprise customers use to efficiently manage their email communication in accordance with their email policy.

In this post, you will learn how you can easily configure SendGuard to prompt users to use Microsoft Teams or phone calls instead of replying to all recipients.

Download SendGuard for Outlook to prevent email storms caused by excessive use of  “Reply All” and safeguard confidential information.

Prompting Users to use Microsoft Teams or contact via Phone Call

SendGuard will display the following prompt to users if their replies have exceeded the limit set by your email policy.

Using chat or phone call instead of replying-all is a more efficient and effective way to communicate. Chat and calls are more immediate and personal than email. They can also help reduce email overload, improve communication, and build relationships.

When you use chat or call, the recipient will receive your message immediately. This is in contrast to email, which can take a few minutes or even hours to be delivered.

Chat and calls are also more personal than email because you can hear the other person’s voice and gauge their mood, hence you can tailor your conversation to their needs. This can help to build rapport and trust.

Chat and calls are also more efficient than email because you can have a back-and-forth conversation and get immediate feedback. This can save you time and frustration.

Configure SendGuard to Prompt Users to consider contacting directly

The ReplyGuard component of SendGuard can be configured to display prompts to users to call or use Microsoft Teams to contact rather than using emails.

If you have installed SendGuard you can follow the instructions below. If you haven’t downloaded SendGuard you can download a fully functional trial (no credit card required).

On your Outlook Ribbon click Standss Outlook Addins > SendGuard > Settings. The following screen will open. Follow the instructions in the steps the in the screenshot:

After you have configured ReplyGuard, you will receive a prompt if your replies exceed the allowed number of replies.

Talk to Us

If you are an existing customer, you can contact your account manager at Standss (or just email us on to help you to upgrade to SendGuard version 5 in order to prompt users to use chat or phone call.

SendGuard can also:

Prevent accidental emails – SendGuard can help you to prevent accidental emails by requiring you to confirm the recipients and attachments of your emails before you send them.

Protect your data – scan for sensitive data like credit card numbers, social security numbers and other personally identifiable information (PII) in outgoing emails. Chose to either warn, block or log such emails.

Help you to comply with data privacy regulations- set yourself apart from the competition by prioritizing security and earning customer trust. Comply with data protection regulations such as GDPR, CCPA, HIPAA, and customer confidentiality agreements to demonstrate your commitment to protecting customer data.

SendGuard for Outlook is a valuable tool for businesses of all sizes. It can help you to prevent accidental emails, protect your data, and achieve compliance with data privacy regulations.

To request a demo or learn how SendGuard can help your organization upscale its email security contact sales on

SendGuard for Outlook

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Image by benzoix on Freepik

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