How-To Geek

Prevent People from Forwarding or Replying All in Outlook

If you frequently send out mass email news letters and keep getting users replying to all recipients or need to disable the ability to forward an email, Microsoft Exchange and Outlook have you covered.

Exchange and Outlook enable their own special flags that can disable this functionality and it can be extremely helpful if you need more control over your sent emails.

Installing NoReplyAll Add-In

To disable Reply All and Forward on your sent email head over to the link below and download the NoReplyAll add-in.

Once you have downloaded it, close Outlook and extract the files to run setup.exe.

Note: This add-in only works in Outlook 2007 and Outlook 2010

The setup will have you accept a few EULAs and depending on what version of Windows you have installed you may need to reboot once during installation.

If your system does need a reboot, make sure you allow the setup.exe to run after the reboot is complete. This window should pop-up automatically.

After the setup completes, you will be prompted to install the NoReplyAllAddin into outlook. Click install and then open Outlook.

Test the Add-In

Compose a new email and you should see two new options in your ribbon to disable reply all and forward. Click the buttons to disable those features and they will light up indicating that they are enabled.

Send a quick test email to yourself and your reply all and forward buttons should now be greyed out.

If the user tries to forward or reply to all from the quick menu in outlook they will also get a warning message letting them know the feature isn’t available.

Make a note that if you are sending the email to anyone not on Outlook and Exchange the options will still be enabled for them to reply all and forward whenever they want.

If the person you are sending the emails to isn’t using Microsoft Exchange or Outlook you may also want to just BCC all of your recipients. This doesn’t stop them from forwarding the email but if they click reply to all it will only send the email back to you instead of spamming the whole list.

Bonus Features

As a bonus, the NoReplyAll add-in will also detect when you are sending an email without a subject or missing an attachment. A warning for snding emails with a blank subject is built into Outlook 2010 but in Outlook 2007 you will get this warning when trying to send the email.

A similar warning will pop up when you type the words attachment or attached in a email without having anything attached to the email.

If you would like to add more words to the list of words to look for when sending attachments you can add words under the tools -> options menu. You also have the option to exclude certain uses of the words in the bottom window pane. You can type each exclusion if you use any of the words in your signature or predefined replys.

Note: Each word you want to add needs to be on its own line. Spaces and commas do not separate the key words.

For all the features packed into a free add-in you really can’t go wrong. If you are using Outlook and Exchange for all your emailing needs this is a must have add-in.

NoReplyAll Add-in

Justin is a Linux and HTPC enthusiast who loves to try new projects. He isn't scared of bricking a cell phone in the name of freedom.

  • Published 09/13/10

Comments (11)

  1. gyffes

    I’m moderately confused: this feature prevents OTHERS from doing something with their email? And this is a GOOD thing?

  2. Justin Garrison

    Absolutely this is a good thing, if you have confidential emails or sick of people replying all to lists of 1000+ people just for clarification or a quick comment it can be very helpful. But typically would only work for business emails because it requires Exchange and Outlook.

  3. thenonhacker

    It’s a pointless add-on. What can prevent me from copy-pasting email messages and then forward them manually to others?

  4. Unfortunate

    Too bad this does not apply to all e-mail clients. I would pay for an application that would stop ‘Reply All’ and ‘Forward’ in whatever e-mail client a recipient of my e-mail is using. Just think how much e-mail this would stop and how it would reduce the exposure of e-mail addresses to Hackers and Spammers. Surely there is enough money in the WWW to get this done. Such an application would lend an enormous amount of security to the Internet. C’mon programmers….think. You could become a millionaire overnight. I know, use ‘Bcc:’ you say, BUT that doesn’t stop exposure of my e-mail address, and the overloading of the e-mail network with senseless one-word ‘Reply All’s’.

  5. Mike

    There’s a mistake in the article: The image showing the warning box that is supposed to show a missing attachment actually states that there is no subject. This also highlights that it doesn’t warn of this if there is a missing subject (unless it says after the missing subject warning).

    Also, the article is tagged with: “Microsoft Outlook, Office, Office 2010″ but not “Office 2007″.

  6. Jeff Gillman

    I just discovered an issue with this add-in: while it is enabled, you can open a saved email (saved as a file on your desktop or elsewhere). But if you close it and try to open it a *second* time, you get the error “Cannot open file: . the file may not exist, you may not have permission to open it, or it may be open in another program.” Then there’s some help text about how to check security.
    Disabling the add-in fixes the issue, as does closing and re-opening Outlook. It’s like the add-in causes a pervasive cached copy that can’t be overwritten. Win 7 / Outlook 2007 (using Exchange account).

  7. Diane

    Even though No Reply to All and Forward is greyed out, you can still select more and forward as an attachment. How can we prevent this? :(

  8. karan

    Team i want to disable reply to all option from outlook express and Thunderbird. Can you pls help me regarding this issue.

  9. dinaru
  10. Ben

    I am trying to download this, but the button isnt active for the download. Is there another way of doing it? or am I just that stupid?

  11. Stuart

    Hi Justin,
    I like the sound of your Add-In, but I’m concerned by all these negative comments. Do you plan to reply them?

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