Microsoft Office Tutorials and References
In Depth Information
Sending an Email to More Than One Recipient
Composing and
Sending Email
Up to speed
One Address, Many Ways to Insert It
Typing an address directly into the To box is only one way
to make sure your email message reaches its recipient. In
fact, Outlook’s many options for addressing an email
message are so convenient that you’ll rarely find yourself typing
in the whole address. Check out these alternatives:
• Start typing. If you’ve emailed the recipient before,
Outlook tries to guess the address as soon as you
start typing. Type a few letters, and a list of addresses
beginning with those letters appears. Click any
address on the list to insert it into the To line.
• Choose a recipient from the Address Book.
The Address Book holds the contacts you’ve added
to Outlook. You can use the Address Book to insert
a contact’s address straight into an email message.
Start a new message and click either the To button
or the Message tab’s Address Book button (Alt, H,
AB). Either option opens the Select Names: Contacts
dialog box, shown in Figure 10-4. Use the Search box
to find the name you want, and then click the button
that corresponds with where you want the address to
appear: To, Cc, or Bcc. Click OK to insert your choices
into your email.
• Use the Check Names button. For people you’ve
added as contacts, you can type a first or last name
and then click the Message tab’s Check Names
button (Alt, H, M). If Outlook recognizes the name from
your Contacts, it will fill in that person’s email
address. If there’s more than one possibility (say, for a
common name like Smith), Outlook shows you the
options so you can pick the one you want.
• Reply to a message you received. If someone sent
you an email and you want to answer it, open the
email you received and select Home➝Reply (Alt, H,
RP) to reply to the sender or Home➝Reply All (Alt,
H, RA) to reply to the sender and any other recipients.
Outlook opens a message window with the address
line and the subject line already filled in. Outlook also
quotes the original message in the area where you
write your reply.
Sending an Email to More Than One Recipient
You can send an email message to multiple recipients by typing all the addresses in
the To line, one by one (separating the addresses with semicolons or commas). If
you’ve created a Contact Group (page 296), then you can put the group in the To
line, and your email goes to all the group members.
Besides putting all recipients front and center in the To line, you can also use the Cc
or Bcc line to hold some recipients’ addresses. These terms come from the days of
typewriters and paper letters:
Cc means carbon copy and indicates that an exact copy of the message is
going to someone other than the person to whom the message is addressed. The
address of the Cc recipient is visible to all recipients. It’s a good idea to Cc an
email when you just want to keep someone in the loop about the subject of your
email—a manager, for example, who needs to stay informed about the topic but
doesn’t have to act on it. Cc-ing is also useful when you want message recipients
to know that the manager is keeping an eye on the issue.
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