Outlook - Process an incoming message Tutorial

Discover multiple strategies for efficiently managing incoming emails in Outlook. Learn how to reply, forward, and forward as attachments, as well as use emojis and schedule meetings with ease. Enhance your workplace email skills with our detailed guide!

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Available in Microsoft365

Objectifs :

This guide aims to provide users with effective strategies for managing incoming emails in Outlook, enhancing their email handling efficiency.

Chapitres :

Introduction to Email Management in Outlook
Welcome to our detailed guide on managing incoming emails in Outlook. This tutorial will guide you through multiple strategies for efficiently handling your messages.
Replying to Emails
When you receive an email, you have several options at your disposal. You can reply by clicking 'Reply,' which opens a new compose window with the original sender's email automatically populated in the 'To' field. If you choose 'Reply All,' the 'To' field will include all recipients from the original email, including the sender.
Forwarding Emails
To forward an email, click 'Forward,' which opens a new compose window. You will need to manually add any email addresses in the 'To,' 'CC,' or 'BCC' fields. To forward an email as an attachment, click on the three dots in the upper right corner of the email and select 'Forward as Attachment.' For forwarding multiple emails, click 'New Message' and drag and drop the emails you wish to forward directly into the new message. They will be attached in the EML format, which is the standard for Outlook messages. Any attachments in the original emails will also be included automatically.
Important Considerations
Keep in mind that when using 'Reply' or 'Reply All,' attachments from the original email are not included by default. You can respond to the sender with an emoji, offering a quick reaction that can help limit the number of emails in the workplace.
Scheduling Meetings
If the email requires scheduling a meeting, use the 'Reply with Meeting' feature. Click the three dots and select 'Reply All with Meeting.' A new window will open, allowing you to set up meeting details and add additional participants.
Conclusion
And there you have it! You are now equipped with the knowledge to manage your incoming emails in Outlook effectively.

FAQ :

How do I reply to an email in Outlook?

To reply to an email in Outlook, click the 'Reply' button. This will open a new compose window with the original sender's email address automatically filled in.

What is the difference between 'Reply' and 'Reply All'?

'Reply' sends your response only to the original sender, while 'Reply All' sends your response to all recipients of the email, including the sender.

How can I forward an email in Outlook?

To forward an email, click the 'Forward' button. This will open a new compose window where you can add the email addresses of the recipients you want to send the email to.

What does 'Forward as Attachment' mean?

'Forward as Attachment' allows you to send the original email as an attachment to another email. You can find this option in the three dots menu of the email.

Can I use emojis in my email responses?

Yes, you can use emojis in your email responses to provide a quick reaction or to convey emotions without writing additional text.

How do I schedule a meeting from an email?

To schedule a meeting from an email, use the 'Reply with Meeting' feature. Click the three dots and select 'Reply All with Meeting' to set up the meeting details.

Quelques cas d'usages :

Efficient Email Management in Corporate Settings

In a corporate environment, employees can use the strategies outlined in the video to manage their incoming emails effectively. For instance, using 'Reply All' can ensure that all team members are kept in the loop, while 'Forward as Attachment' can help share important emails without cluttering the inbox.

Streamlining Communication in Project Management

Project managers can utilize the 'Reply with Meeting' feature to quickly set up discussions based on email communications. This can enhance collaboration and ensure that all stakeholders are aligned on project goals.

Reducing Email Clutter with Quick Reactions

By responding with emojis to non-critical emails, employees can acknowledge receipt without generating additional email threads. This practice can significantly reduce email clutter in the workplace.

Training New Employees on Email Protocols

Organizations can use the information from the video to train new employees on proper email etiquette and management strategies, ensuring they are equipped to handle communications effectively from day one.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application, but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Reply

A function that allows you to respond to the sender of an email. It opens a new compose window with the original sender's email address automatically filled in.

Reply All

A function that allows you to respond to all recipients of an email, including the original sender. It opens a new compose window with all email addresses populated in the 'To' field.

Forward

A function that allows you to send an email you received to another recipient. It opens a new compose window where you can add new email addresses.

Forward as Attachment

A method of forwarding an email where the original email is sent as an attachment. This can be done by selecting the option from the three dots menu in the email.

EML format

A file format used for email messages. When emails are forwarded in this format, they can be opened by various email clients.

CC

Stands for 'Carbon Copy.' It allows you to send a copy of an email to additional recipients beyond the primary recipient.

BCC

Stands for 'Blind Carbon Copy.' It allows you to send an email to multiple recipients without them seeing each other's email addresses.

Emoji

A small digital image or icon used to express an idea or emotion in electronic communication. In email, it can be used to provide a quick reaction.

Reply with Meeting

A feature that allows you to respond to an email by scheduling a meeting. It opens a new window to set up meeting details and add participants.

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This tutorial will guide you through multiple

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strategies for efficiently handling your messages.

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When you receive an email, you have several options at your disposal.

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You can reply by clicking reply which opens a new compose window

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with the original senders email automatically populated in the two field.

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If you choose reply,

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all the two field will include all

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recipients from the original email including the sender

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to forward an email. Click forward which opens a new compose window.

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You'll need to manually add any email addresses in the two CC or BC C fields

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to forward an email as an attachment,

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click on the three dots in the upper right

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corner of the email and select forward as attachment

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for forwarding multiple emails,

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click new message and drag and drop the emails

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you wish to forward directly into the new message.

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They will be attached in the EML format. The standard for outlook messages.

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Any attachments in the original emails will also be included automatically.

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Keep in mind that when using reply or reply,

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all attachments from the original email are not included by default,

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you can respond to the sender with an emoji offering a quick

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reaction that can help limit the number of emails in the workplace.

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If the email requires scheduling a meeting, use the reply with meeting feature,

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click the three dots and select reply all with meeting,

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a new window will open,

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allowing you to set up meeting details and add additional participants.

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And there you have it,

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you're now equipped with the knowledge to

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manage your incoming emails in outlook effectively.

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