Manage your email on a Mac

Forward or reply to messages

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In Outlook for Mac, you can respond to an email message using reply, reply all, or forward.

Reply to an email
  1. Select an email.

  2. Select Home > Reply.

    A new reply window pops up.

  3. Edit Subject, if needed.

  4. Type your message in the body of the email and then select Send.

    Note: When you reply to an email, a new icon appears in the message list with an arrow pointing towards the left. You can also select the email to see the exact date and time when you replied to it. To see your reply, you can select Show Reply.

Reply All to an email
  1. Select an email and then select Home > Reply All.

  2. Edit Subject, if needed.

  3. Type your message in the body of the email and then select Send.

Forward an email
  1. Select an email and then select HomeForward.

  2. Enter an email address in the To field.

  3. Edit Subject, if needed.

  4. Type your message in the body of the email and then select Send.

    Note: Select the email to see the date and time when you forwarded the message. You can see the forwarded message in Show Forward.

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Outlook contains some different options for handling email responses.

Let's do a basic reply to start.

Here's an email that Leslie sent me.

It contains an attachment with a sales sheet.

She didn't include any email in the body of the message, and that's okay.

I'm going to reply by selecting the email in the message list, and clicking the Reply button from the Home ribbon toolbar.

It's going to pop up a new reply.

It keeps everything intact, including the subject line, however, it populates it with the word Re and a colon, to signify that it's a reply.

I can take this out, and I can change it if I want to. I don't have to, though.

I can also come down and center a reply, and you'll note that her email has been quoted in the email also.

The last thing you can note is that it's removed the attachment from the email.

Outlook is smart enough to know that I don't need to send the attachment back to Leslie, considering she's the one that sent it to me in the first place.

I'll click Send, and my message has been sent.

I can see that it's been sent, because not only will it appear in my Sent folder, but there's a new icon in the message list, an arrow facing left, meaning I've replied to it.

I can also click on the email itself, and see the exact date and time that I replied to it.

If I want to see what I replied with, I can click Show Reply.

It's going to pop up my reply to her.

I'm going to close out of this.

Let's select another email.

Here's another message that Leslie sent.

This time, she sent it to three people.

I have a few options here.

I can click Reply, which will send a reply just to Leslie, because she's the original person that sent out the email.

I can also choose Reply All.

This will send a reply to both Leslie and everybody else that was included on the email.

Because it's going to send a message to everybody, and chances are, sometimes you'll get an email that's been sent to many, many people, you want to be sure that the contents of your reply really do apply to everybody, otherwise, you can just click the Reply button, and send it to that one person.

But in this case, I'll click Reply All.

You can see that the To field has been addressed to everybody, and once again, I can change the subject if I want to.

I'll click Send, and off it goes.

There's one more thing I want to show you.

In this sales sheet from Leslie, she only sent it to me, and I think it's something that Jonathan needs to see also.

I'm going to select it in the view, and click the Forward button.

This is going to populate a brand new email.

It's going to keep the subject line, it's going to include any attachments, and it's going to keep the body of the email.

So in the To field, I'll address it to Jonathan.

I can remove this forward if I want to from the Subject line.

I can include some email, and I'll send it.

It works similarly to a reply.

If I click on the email, I can see that I forwarded this message.

I can see the date and time again, and I can also see the forward.

And that is how you can maintain all of your correspondence in Microsoft Outlook.

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