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When to use ‘Reply’ vs. ‘Reply All’

Posted By melanie On April 2, 2013 @ 11:00 AM In E-Mail Help | No Comments

Using email seems like the easiest way to collaborate with a group. It can, however, be confusing (and potentially embarassing) if you do not effectively use your ‘reply’ and ‘reply all’ function.

Reply should be used when you want to send a message in reply to one person. With an email sent to mutliple people, hitting reply will send your email to the most recent sender. For example, Sharon receives an email from Bob that was sent to her and her friend, Linda.  Before she saw the email, Linda did a ‘reply all’  that said ‘Sounds good to me!’ If Sharon hits reply, only Linda will receive her email.

Reply All should be used when you want to send a message in reply to the entire group. Do not use this for personal comments that should/do not need to be seen by the other users involved in the conversation.

Different email programs use different options, but here are a few examples of where to find the options. This way, you’ll make sure you’re sending to the right person/people.

Gmail

 

Outlook

 

Yahoo

 

AOL

I hope this helps!

~Melanie


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