In this video, Jess Stratton shows users the difference in reply, reply all, and forwarding an email. She also covers how to edit text in a forward before sending it out to someone else.
- [Instructor] Outlook contains some different options for handling email responses. We'll go over each one so you know which one to pick that meets your needs. Here's an email that I'm looking at. If I want to reply directly to this email, all the way on the right hand side, I can click respond or on the top in the home ribbon, I can click reply. You'll notice that the attachment that was included in the message to start with now, is now stripped out. That's because if I'm sending a reply back to Jenny, we can assume that since she was the one that sent me the attachment in the first place, she already has it and doesn't need it again.
To save space, Outlook will remove the attachments. I'll type my response, click send, and off my message goes. Instantly, the icon in the message screen changes to an envelop with a purple arrow pointing to the left, meaning I've replied to it. Let's click on this email right here. This one also contains an attachment, but Jenny is telling me that I can send this around because it's the public version. I think Sharon would be interested in it also.
I can either click the down arrow all the way to the right of the screen and choose forward, or again, from the home ribbon, I can click forward. Now that I'm forwarding this to somebody else, a few things have happened. Outlook has kept the attachment in the email, assuming that whoever I'm sending it to would also like to get the attachment. I'll address this one to Sharon, and I can change the subject. I can do this on a regular reply also, if I wanted to. I can add any new information, I can edit it, and I can also remove information that was there.
Outlook automatically appends the letters FW for forward at the beginning of the email. I can keep this or remove it, it's totally up to you. I can also add my own comments in addition to what Jenny said. I could even remove any header information from this email. In fact, it might be a good idea if I'm forwarding something along that contains somebody's sensitive data, such as email information or a signature file. I'll click and drag to highlight the text and hit delete. I don't have to delete this text, though I can if I want to.
I'll leave it in so Sharon can see who sent it. Now I'll click send. My forward has been sent. Now, the icon changes to an envelop with a blue arrow pointing to the right, meaning it's been forwarded. There's one more choice I have. Here's an email conversation that involves me, Leslie, and Jenny. I can reply to everybody that's involved in this email, not just the original sender, who in this case is Jenny. Instead of clicking reply, I can also click reply all.
This is going to create a new email that's addressed to everybody that was in the email. It's important to note that reply all will indeed send an email out to everybody that was involved in an email, so if there's a long list of names in there, be careful about what you say, because everybody's going to get a copy. And you should also think about whether it's really necessary for everybody to get a copy of what you're sending. Might you be better off only replying to the original sender? It's just something to keep in mind. I'll add my reply, click send.
And the icon changes to that of a normal reply. That is how you maintain all of your correspondence in Microsoft Outlook.
- Accessing the keyboard shortcuts
- Using @mentions
- Reading and searching mail
- Organizing mail
- Processing messages with mail rules
- Using the new Focused Inbox feature
- Creating and formatting new messages
- Recalling and resending messages
- Creating new contacts
- Working with the calendar
- Creating tasks and notes
- Working with Outlook data