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In Computer Literacy for Windows, author Garrick Chow walks through the skills necessary to use computers comfortably, while improving learning, productivity, and performance. This course focuses on the Microsoft Windows operating system and offers a thorough introduction to computers, networks, and computer peripherals such as printers, digital cameras, and more. In addition, basic procedures with software applications, the Internet, and email are covered.
This is going to be a very brief but important video on the difference in etiquettes of Reply versus Reply All, when responding to email messages. Every email client gives you the ability to reply to a message by clicking either Reply or Reply All. The difference between these two options only matters when you are just one of multiple recipients of an email. If you're the only recipient of an email, it doesn't matter whether you click Reply or Reply All, but if you're one of the multiple recipients, it does make a difference. Basically, you'll click Reply to send your response only to the sender of the original email. You can see just the original sender's name here in the To field.
I'm just going to close this, and I'll save my changes. If you need or want the rest of the recipients to receive your reply as well, you would click Reply All and you can see everyone else's address listed in the To field. And those are the people that also received copies of this email. So really, it's that simple, but knowing when to use which can sometimes be tricky. The important thing is to consider whether everyone needs to read your reply. For example, in this email, the sender is asking if everyone is available for a meeting. It probably makes sense to click Reply All, so everyone involved will know whether you're available for it or not.
But look at this other email in which the sender is telling everyone that he won't be in the office today. Now, if I wanted to send him a short get well message, I probably don't need to hit the Reply All button. The other recipients of this other email don't need to see that I've sent a personal message to the sender, unless I'm trying to demonstrate what an empathetic person I am. So just ask yourself if everyone really needs to read your reply before you hit Reply All. I have been on the receiving end of endless email threads that have devolved into personal conversations, simply because a few people kept hitting Reply All.
If you already receive tons of email everyday, it can be kind of annoying to keep getting messages that aren't addressing you and have nothing to do with you, simply because your address was on the original relevant email. Another reason to be aware of which button you click is that maybe you really don't want everyone else in the list to read what you're writing. There are tons of horror stories out there in which someone meant to reply just to the sender with personal or confidential information, but then clicked Reply All by accident and sent a response to the entire group. So always take a moment and be aware whether you're clicking Reply or Reply All. You could save yourself and others aggravation or embarrassment.
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