Outlook - Process a received message Tutorial

In this video, you will learn how to process a received message using Microsoft 365. The video covers the steps to effectively manage and respond to messages in Teams, including changing the format, attaching files, and using emojis and stickers.
This tutorial will help you optimize your communication and collaboration within your team.

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4125 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of the various options available for responding to or forwarding messages in an email application, specifically focusing on the functionalities of replying, replying all, forwarding, and organizing meetings based on received emails.

Chapitres :

Introduction to Email Response Options
In today's digital communication landscape, managing email effectively is crucial. This section outlines the different methods available for responding to messages, ensuring that users can communicate efficiently and appropriately.
Replying to Messages
When you receive a message, you have the option to reply directly to the sender. By selecting the 'Reply' option in the reading pane, the sender's email address is automatically populated in the 'To' field, allowing for a seamless response.
Using Reply All
The 'Reply All' command is useful when you want to respond to the original sender and all other recipients of the message. This command automatically includes the sender and all other recipients in the 'To' field, ensuring that everyone is kept in the loop.
Forwarding Messages
When forwarding a message, the 'To', 'Cc', and 'Bcc' fields are initially empty. You must manually enter at least one recipient in the 'To' field. To forward multiple messages simultaneously, hold down the Control key while selecting each message and then click 'Forward' in the ribbon. Each selected message will be attached to a new email.
Attachments in Replies and Forwards
It's important to note that when you reply to a message, any attachments from the original email are not included. In contrast, when forwarding a message, any attachments from the original email will be included in the forwarded message.
Instant Messaging as a Response
For a more immediate response, you can use instant messaging by clicking the 'IM' button. This action opens Skype for Business, allowing you to engage in a linked conversation, which can help reduce the volume of emails and facilitate quicker discussions.
Organizing Meetings from Emails
If a received message necessitates organizing a meeting, you can initiate this process directly from the email. By clicking the appropriate button, Outlook will open a window for meeting organization, pre-filling participant details based on the email's recipients. You will need to provide additional details such as location, date, and time before sending out the invitation.
Conclusion
Understanding the various options for responding to and managing emails is essential for effective communication. By utilizing the reply, reply all, and forward functions, as well as instant messaging and meeting organization features, users can enhance their email management skills and improve their responsiveness in professional settings.

FAQ :

What happens when I click 'Reply' to an email?

When you click 'Reply', the sender's email address is automatically added to the 'To' field, allowing you to respond directly to them.

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 the sender and all other recipients of the email.

How do I forward an email?

To forward an email, click the 'Forward' button. You will need to enter at least one recipient in the 'To' field, as the 'Cc' and 'Bcc' fields will be empty.

Are attachments included when I reply to an email?

No, attachments are not included when you reply to an email. If you want to send the same attachments, you will need to attach them manually.

What is the purpose of using Instant Messaging instead of email?

Using Instant Messaging, such as Skype for Business, allows for real-time communication, which can be more efficient for quick discussions and can reduce the number of emails.

How can I schedule a meeting from an email?

You can schedule a meeting by clicking the appropriate button in the email. Outlook will open a window for you to fill in the meeting details and invite all email recipients as participants.

Quelques cas d'usages :

Responding to Client Inquiries

When a client sends an inquiry via email, you can use the 'Reply' function to respond directly, ensuring that the client receives your answer promptly. This is essential for maintaining good client relations.

Team Collaboration

Using 'Reply All' in team emails ensures that all team members are kept in the loop regarding project updates or decisions, fostering better communication and collaboration.

Forwarding Important Information

When you receive important information that needs to be shared with colleagues, you can use the 'Forward' function to send the email along with any attachments, ensuring everyone has access to the same information.

Reducing Email Clutter with Instant Messaging

Instead of replying to multiple emails, you can use Instant Messaging to discuss topics in real-time, which can help reduce email clutter and improve response times.

Organizing Meetings Efficiently

When an email indicates the need for a meeting, you can quickly schedule it using the meeting organization feature in Outlook, ensuring that all relevant participants are invited and informed.

Glossaire :

Reply

A function that allows you to respond directly to the sender of a message. The sender's email address is automatically added to the 'To' field.

Reply All

A function that allows you to respond to the original sender and all other recipients of the message. The 'To' field includes the sender and all other recipients.

Forward

A function that allows you to send a received message to new recipients. The 'To', 'Cc', and 'Bcc' fields are empty, and you must manually enter at least one recipient in the 'To' field.

Cc

Stands for 'Carbon Copy'. It allows you to send a copy of the email to additional recipients, who are visible to all other recipients.

Bcc

Stands for 'Blind Carbon Copy'. It allows you to send a copy of the email to additional recipients without revealing their email addresses to other recipients.

Attachments

Files that are sent along with an email message. When forwarding a message, attachments are included, but they are not included when simply replying.

Instant Messaging (IM)

A real-time communication method that allows users to send messages instantly. In this context, it refers to using Skype for Business to respond to a message.

Skype for Business

A communication platform that provides instant messaging, video conferencing, and online meetings, allowing users to connect in real-time.

Meeting Organization

The process of scheduling a meeting, which can be initiated from an email. Outlook provides a window to fill in meeting details and invite participants.

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there are a number of options available

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for answering or forwarding it.

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In the reading pane, the available choices are Reply.

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The sender who sent you the message

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is then automatically added to the To box.

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Similarly, when you use the Reply All command,

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the To area automatically includes the sender,

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but also all other people who received the original message.

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When you forward a message, the To, Cc,

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and Bcc boxes are empty.

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You must enter at least one recipient in the To box.

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If you wanna transfer multiple messages at the same time

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and to the same recipients in a single message,

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simply select each message by holding down the Control key

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and then clicking Forward in the ribbon.

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Each message is then transferred as an attachment

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in a single new message.

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Also note that if the original message contains attachments,

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these will also be included in the forwarded message.

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However, when you simply reply to a message,

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attachments are not included.

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That would mean sending the same attachments

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that the sender sent you.

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Alternatively, you can reply to a message

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with instant messaging by clicking on the IM button.

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Skype for Business opens with the possibility

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to open the linked conversation.

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This can avoid or limit the number of mails,

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or this can be used when you want to be reactive

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on a particular topic.

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Finally, if the received message requires a meeting

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to be organized, you can start from an email

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to reply with meeting.

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In this case, after clicking on this button,

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Outlook opens you a window

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for the organization of a meeting,

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taking the mail contents, and assigning all the recipients

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of the mail as participants.

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All you have to do is fill in the details

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of the meeting with a location, a date,

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a schedule, and you can send your invitation.

Mandarine AI: WHAT YOU SHOULD KNOW

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