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Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.
I have this email from Judith, and I can do three different things with it. I can reply to Judith, I can reply to Judith and anyone else who was included in this email, that's called Reply All, or, I can forward this to yet another recipient. So those three actions all have implications, and they all have cultural rules around them. So let's talk a little bit about how this works. If someone sends me a message, they may copy five or six other people, but if I want to reply just to the sender, I click Reply.
If I want to reply to the sender and those five or six other people, I choose Reply to All. And if I want to send it to somebody who is not one of those people, then I choose Forward. Let's start with Forward. Judith has sent me this email that says we're going to discuss it when we meet this afternoon, and I would like Olivia to print this for me; my printer is not hooked up yet. So I'm going to click Forward. And I'm going to send this to Olivia. Notice that as soon as I begin typing, because I've addressed some other things to her, then I can just tab across here, and I pick it up. Or another choice is I start typing Olivia, and I just click on her; either one of those is going to do that.
Notice that because I'm forwarding it, the attachment is still here. That's not true when I reply, but when I Forward, it is. And I am going to say Olivia, can you please print this for me? That makes perfect sense. Now sometimes I'm forwarding this but I would also just in the Subject put PLEASE PRINT just like that. So this is how you forward a message. Olivia is my assistant. I don't feel a need to tell Judith hey! I am forwarding this to Olivia.
It's not confidential information. But what I would say is that many organizations have policies that say you're not allowed to forward an email unless you've cleared it with the person who sent it, Or you're not able to forward an email to anybody but your assistant. Or you're not able to forward an email out of your organization. You'll want to know what the email, or E policies, in your organization are about forwarding email. But I'm good on this one, and I'm going to click Send. Now I have a message that Olivia sent, and she is just copying me to keep me in the loop.
What I want to do is I want to do two different things with this. I want to reply just to Olivia, and I want to also reply to Judith and Olivia. So these are two different uses; Reply and Reply All. So I'm going to click Reply, and I am going to say Olivia, let me know how I can be most helpful with this project, Gini. Just to Olivia, so I just clicked Reply, and it just goes to the person that it was from; not to the person it was to, but to the person it was from.
And I can do this from having been copied, or CCed, it doesn't need to be sent to me. And I'm going to go ahead and send that. Message is in process of being sent. There it is! But now in that same message, I want to reply to both Judith and Olivia. Now notice that originally Judith was included in To, and I'm replying to Olivia, but Judith doesn't dropdown to Cc, she is still up in the To box. She was an original recipient on this. It might be that I actually want to remove her here, and put her down here instead, because whether I say something is to an individual or they're copied determines how much attention they should pay to it.
If I don't want to have feedback from someone, I just copy them. But a message that I send to someone, I expect to get a reply from. So this is my public, more or less, reply to Olivia and Judith. And I am going to say, Olivia, Thank you for letting me know about this initiative. It just so happens that I have a brand new pair of jeans. Okay? So this is a Reply All, going to two people, I'm going to go ahead and click Send.
Now there is one other possibility, and I'd like to be sure that you understand it. If I create a new mail message or anyone does, one of the options is to show another field that's called Bcc. And if you wish, you can show the From field. This is useful if you are managing more than one email box. For example, your own email, but you also manage the email for a team, or for a particular resource; and you want to know whether you're sending from your Inbox, or from another Inbox that you are the owner of.
You can say Show From, and you'll be able to see that information. So this is coming from me. And let's say I'm sending a message to Greg, and I then am copying in Olivia. And the reason I'm copying in Olivia is that there are some details about this email that I am going to send that I need her to follow up on. And I am not going to say, by the way, I'm including Olivia, so she can follow up on these. It's just a casual piece of management. So if I do this and I send this, then how will this behave when people use Reply or Reply All? Or let's say I've even sent this message to Judith, and I copied Greg and Bcced Olivia for example.
How it behaves when someone replies a Replies All depends on who is doing it, because it was sent to Judith, Greg is copied, and Olivia is copied in such a way that Greg and Judith can't even tell. So here's our message sent from me to Judith, copy Greg, and Bcc Olivia. And if Judith goes in and clicks Reply, then it will go only to me. A reply goes only to the person that the message is from. That works great. If Judith clicks Reply All, it will also go to Greg because he is visible to her, but it will not go to Olivia because she is blind copied.
So if Judith or Greg Reply or choose Reply All, it's going to go to this small group; a reply only to me, reply all to Greg if it's Judith, and to Judith if it's Greg, and nobody is writing to Olivia but me. What happens though if Olivia chooses Reply? Well, if Olivia clicks Reply, it will go just to me, same as always. But if she clicks Reply All, it will go to Judith and it will go to Greg. She is invisible to them, but they are not invisible to her.
And this might be the first time that they even know she is part of the conversation. So imagine that I copied her so that she knew to handle some details of this project. But in the meantime Greg has written and said, hey! Whatever you do, don't ask Olivia to do that. She dropped the ball on it last year, or something similar. They wouldn't even know she was part of the conversation until she clicks Reply All, and all of a sudden, now the cat is out of the bag. I encourage you to use Bcc within your corporate culture. There are some companies that don't allow it at all.
There are other organizations that you can always Bcc your assistant. But I would encourage you never to think that you can use blind copies to sneak around needing to tell people things that are honest and true. You create a space where people might speak in a way that they shouldn't. You also create the possibility then that Greg and Judith would think, I never know when I receive emails from her whether she is copying Olivia or not, and that makes me uncomfortable. So as long as you know how Reply and Reply All work in this setting, you should be able to make choices that are good for you.
So whether you're in the Reading pane or not, Reply, Reply All, and Forward always work in exactly the same way in OWA.
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