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Outlook contains some different options for handling email responses. We're going to go over each one, so you'll know which one to pick that meets your needs. So I've got an email open that needs some handling. He's asking if I can send out this new directory to all my employees, and you'll notice that the email has been sent to multiple people, not just me. There are two ways that I can reply to it, the first is from the Home Ribbon option and I can just click on Reply. This is going to pop up a message in which I can just start typing. The second way to do it is to simply hit the Reply button right from the email itself.
From here, I can click Pop-Out if I'm not comfortable working in the Preview pane and I can simply get a larger version of the email to work with that I'm more familiar with. I can type my reply and hit Send as usual. Now in this case, the email was sent to multiple people, if I wanted to reply to all, I can just hit the Reply All button, and instead of just going to the original sender, it's going to go to everybody that was involved in the email conversation.
You'll notice that the email attachment has been striped out in the Reply. Outlook knows that since everybody who's involved in the original email got the attachment and the person who sent it, obviously had it to begin with, I don't need to take up valuable space by ending the attachment back, so it just removes it from the Reply. Once I'm done with my Reply All, I can simply hit Send. If I decided any time that I just don't want to send this reply for whatever reason, I can just hit the Discard button and it's like it never was.
Since I have replied to this email, note the icons changed in the Inbox, it's got a little envelope with a purple arrow next to it. This is visually telling me that I've already replied to this email so I'll know. There's one more thing I can do. I can actually forward this email. He's asking if I can send out this new directory to all my employees, so I'm going to forward it. If I click the Forward button, it's going to pop up a brand new email in which I can populate who it's going to be addressed to, and because it's going to somebody new, it's going to keep the attachment with the email and send it along.
So I can just start typing or click on the To field to bring up an address dialog box. I can change the Subject to whatever I want. It automatically puts in an FW for forward in the email, but I can take that out if I don't want it. I can also come down here to the Body of the email and change it or add anything I want. I can also click and drag and remove anything that I don't want from the email. When I'm all done, I can hit the Send button and my Forward goes out.
Now it's important to note that the icon for the email has changed. Now it's a blue arrow pointing to the right, this is visually telling me that the email has been forwarded. So this is how you maintain all your correspondence in Microsoft Outlook. You can Reply to messages, Reply to All, or Forward them. It's just important to remember that when you Reply or Reply All, the original attachment gets completely stripped out, because Outlook doesn't think that you need it.
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