This article is part 6 of a series of thirteen articles that explain how to use Outlook 2000 to communicate through e-mail. To view the other articles in this series, please see the "Additional Resources" section later in this article.
This information is an excerpt from the Quick Course in Microsoft Outlook 2000 book, Chapter 3: "Communicating with E-Mail".
Replying to Messages
Suppose this message is from a colleague and requires a response. Follow these steps to send a reply.
The Reply button The Reply to All buttonScanning for viruses
When you receive a message with an attachment, save the attachment in a temporary folder and scan the folder for viruses before you do anything with the file. You can't "catch" a virus by just looking at a file, but activating a file infected with a virus can wreak havoc. Although viruses usually do their damage via program files, new breeds of viruses attack word processor and spreadsheet files. So get in the habit of scanning all attachment files with a virus program unless you are sure the files are coming from an impeccable source.
Click the Reply button. (To send the response to the sender of the message and to all recipients of courtesy copies, you would click the Reply To All button.) Outlook opens a Message window like this one:
Notice that the To and Subject edit boxes are already filled in. Also notice that the original message appears below the blinking insertion point. (If you prefer not to display the original message in your responses, read the tip below.) The attachment appears in chevrons to indicate that it will not be sent as part of the reply.
Type Thanks for the letter. That should work! Then click the Send button. Back in the original Message window, Outlook has added a note that you have sent a reply to this message. No original message in replies
If you don't want Outlook to display the original message at the end of your reply, choose Options from Outlook's Tools menu and click the E-mail Options button on the Preferences tab. Click the arrow to the right of the When Replying To A Message box, select Do Not Include Original Message, and click OK twice. (Notice that you can also change the way the original message appears within a forwarded message using this dialog box.)
For additional information, click the article numbers below to view the articles in the Microsoft Knowledge Base:
307377 OL2000: Communicating with E-Mail: Part 1: Using the Inbox
310484 OL2000: Communicating with E-Mail: Part 2: Composing Messages
310485 OL2000: Communicating with E-Mail: Part 3: Addressing Messages Quickly
310486 OL2000: Communicating with E-Mail: Part 4: Attaching Files to Messages
310491 OL2000: Communicating with E-Mail: Part 5: Sending and Retrieving Messages
310488 OL2000: Communicating with E-Mail: Part 7: Forwarding Messages
310489 OL2000: Communicating with E-Mail: Part 8: Deleting Messages
307438 OL2000: Communicating with E-Mail: Part 9: Organizing Messages
310580 OL2000: Communicating with E-Mail: Part 11: Using Folders
310581 OL2000: Communicating with E-Mail: Part 12: Moving Messages
310582 OL2000: Communicating with E-Mail: Part 13: Organizing Messages with the Rules Wizard
The information in this article is an excerpt from the Quick Course in Microsoft Outlook 2000 book, published by Microsoft Press.