Identify the business From address and prepare the verified recipients, final attachments and any approved sharing links. For a setup test, use an external mailbox that can confirm the received copy.

1. Choose New mail in new Outlook or New Email in classic Outlook. Review the From account.
2. Enter and inspect the recipient addresses, subject and message. Check autocomplete suggestions carefully when names are similar.
3. Add the required attachments or approved sharing links. Verify the files and access permissions before sending.
4. Choose Send once, then check the message leaves Outbox and appears in Sent. Note any error instead of repeatedly sending duplicates.

A test sent to an independent mailbox should show the correct business sender and readable attachments. Retain any subsequent bounce because it describes a delivery problem after the app submitted the message.

If the message remains queued, check connectivity and the selected account's SMTP authentication. If a large attachment is rejected, use the recipient-approved sharing method rather than repeatedly retrying the same file.

Before sending a proposal, open the final file and check that it is the version intended for the customer. A similar filename in your recent-files list can point to a draft. Inspect the actual attachment shown in the message, not just the document currently open on your desktop.

When you use a cloud sharing link instead of an attachment, check its permissions separately. A link that works for you may require the customer to request access. Conversely, a public link may expose the document more widely than you intended. Use your organisation's approved sharing method and test access with the intended recipient scope.

What if I see a delivery failure after sending?

Read the failure notice for the affected recipient and preserve its diagnostic code. A failure for one recipient does not necessarily mean every other recipient failed. Do not resend the whole distribution immediately, as this can produce duplicate customer messages.

For help with a mailbox hosted by us, include the sending address, affected recipient domain, approximate time and complete delivery error in your support case. Redact the confidential body of the proposal. We can investigate the mail route without needing the business document itself in most cases.

• Adding a Nabtech mailbox to current Outlook for Windows
• Checking for new email and fixing Outlook synchronisation delays
• Creating a business mailbox and connecting your email apps
• Troubleshooting email delivery, spam placement and authentication records
• Forwarding email and message attachments in current Outlook

• Microsoft: creating an email message