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Microsoft Outlook 2003

Additional Email Activities

Besides just sending and receiving messages, Outlook offers features which allow you to reply to and forward messages. You can also use the Contacts feature.

return to topForwarding Email Messages

If you have received an email message that you would like to share with someone else, you can forward the message to them.

NOTE: You cannot exceed 100 recipients. A system list counts as only one recipient; however, Contact lists count each member.

  1. Open the message you want to forward

  2. Click FORWARDForward button

  3. In the To text box, type the username or email address of the person you are forwarding the message to
    HINTS:
    If you need help finding email addresses, refer to Locating Recipients.
    If you are sending to multiple people, use a semicolon ( ; ) to separate the usernames.
    To move between fields, press [Tab].

  4. OPTIONAL: In the Subject text box, adjust the subject line

  5. OPTIONAL: Add an introduction to the message you are forwarding

  6. OPTIONAL: Delete unnecessary content from the message you are forwarding
    NOTE: If the message contains information which is personal, confidential, etc., it would be appropriate to delete any such information.

  7. Click SENDSend button

return to topReplying to Email Messages

When you receive a message that you would like to respond to, you can use the Reply or Reply All feature. Outlook supports replying to the original sender and replying to all individuals who received the original message. The option you select will depend on the circumstances.

Reply vs. Reply All

Depending on the message, and your response, you may want to reply to only to the person who sent you the message or you may want to send your reply to all the people the original message was sent too. For example, when you receive a message requesting meeting attendance confirmation, using the Reply feature to send your response to the sender of the message would be appropriate. When you receive a message asking for your perspective on a proposed change, it would be appropriate to use the Reply All feature to share your views with all recipients of the original message.

To reply to a message:

  1. Open the message you want to reply to

  2. Click REPLYReply button
    OR
    Click REPLY TO ALLReply to All button

  3. Add your comments to the message

  4. If appropriate, delete unnecessary content from the message you are replying to

  5. Click SENDSend button

return to topSending Email to Contacts

One of the benefits of having Contacts is that you do not need to type the individual's email address each time that you want to send an email message to him or her.

Sending Email to an Individual Contact: Menu Option

  1. On the Navigation Pane, select Contacts

  2. Select the Contact you want to send a message to

  3. From the Actions menu, select New Message to Contact
    The Message dialog box appears.

  4. Complete the Message dialog box

  5. Click SENDSend button

Sending Email to an Individual Contact: Quick Menu Option

  1. On the Navigation Pane, select Contacts

  2. Right click the Contact entry » select New Message to Contact
    The Message dialog box appears.

  3. Complete the Message dialog box

  4. Click SENDSend button

Sending Email to an Individual Contact: Drag-and-Drop Option

  1. On the Navigation Pane, select Contacts

  2. Click and hold the mouse button over the Contact you want to send a message to

  3. Drag then entry over the Navigation Pane » Mail
    The Message dialog box appears.

  4. Complete the Message dialog box

  5. Click SENDSend button

Sending Email to a Category of Contacts

  1. On the Navigation Pane, select Contacts

  2. From the Contacts pane, under Current View, select By Category

  3. Select the Category that you want to email a message to

  4. From the Actions menu, select New Message to Contact

  5. Complete the Message dialog box

  6. Click SENDSend button

Sending Email to Selected Contacts

To select a group of contiguous Contacts:

  1. Select the first Contact you want to send to

  2. Hold down the [Shift] key

  3. Select the last Contact you want to send to

To select a group of non-contiguous Contacts:

  1. Select the first Contact you want to send to

  2. Hold down the [Ctrl] key

  3. Select the next Contact

  4. Repeat steps 2 and 3 until all Contacts you want to send to are selected

To send to selected Contacts:

  1. On the Navigation Pane, select Contacts

  2. From the Actions menu, select New Message to Contact
    The Message dialog box appears.

  3. Complete the Message dialog box

  4. Click SENDSend button

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