How to Send, Reply, and Forward Email in Outlook

Applies to: Outlook (Microsoft 365, Outlook on the web)
Article Type: How-To
Last Updated: 2026-05-18

Summary

This article covers the essential email actions every user needs — composing a new message, replying, forwarding, using CC and BCC, formatting text, and managing your inbox in Outlook.

Prerequisites

• Microsoft 365 account with Outlook access.
• Outlook desktop app or access to Outlook on the web (outlook.office.com).

Instructions

1. Compose and Send a New Email

Create a new message from scratch.

1. Open Outlook and click New Email (desktop) or New message (web).
2. In the To field, type the recipient's email address. Outlook suggests matches as you type — click a name to select it.
3. To add multiple recipients, type a semicolon (;) or comma after each address, then type the next one.
4. Click the Subject line and type a brief, descriptive subject (e.g., Meeting agenda for Monday).
5. Click in the message body and type your message.
6. Click Send.

Verification: Open your Sent Items folder in the left panel. Your message should appear at the top of the list with the correct recipient and subject.

2. Reply to an Email

Respond directly to the person who sent you a message.

1. Open the email you want to respond to.
2. Click Reply in the toolbar (or at the top of the message).
3. Outlook creates a response addressed only to the original sender. The original message appears below your cursor as a quote.
4. Type your response above the quoted text.
5. Click Send.

Note: Reply keeps the conversation between you and the sender. The subject line is prefixed with RE: automatically.

3. Reply All — Use With Caution

Respond to the sender and everyone else who was on the original email (all To and CC recipients).

1. Open the email.
2. Click Reply All in the toolbar.
3. Review the To and CC fields carefully before typing — every person listed will receive your response.
4. Type your response and click Send.

WARNING

Reply All is the #1 source of accidental email embarrassment. Before clicking Reply All, ask yourself: "Does everyone on this thread need to see my response?" If you only need to answer the sender, use Reply instead. Be especially careful with distribution lists or company-wide emails — a Reply All to "All Staff" goes to every person in the organization.

When to Use Reply All

• A group discussion where everyone needs to stay informed.
• A meeting coordinator asked a question to the group and everyone should see answers.
• You are providing information that benefits all recipients.

When NOT to Use Reply All

• You are saying "Thanks!" or "Got it" — only the sender needs that.
• The original email went to a large distribution list.
• Your response contains information meant only for the sender.

If you keep hitting Reply All by reflex, change which button Outlook puts under your cursor first — How to Change the Default Reply Behavior in Outlook covers that setting, along with warning prompts and how to control the quoted text below your reply.

4. Forward an Email

Send a copy of an email you received to someone who was not on the original message.

1. Open the email you want to share.
2. Click Forward in the toolbar.
3. In the To field, enter the new recipient's email address.
4. Add context above the forwarded message — explain why you are sharing it (e.g., Hi Alex, see the update below from the vendor regarding our order.).
5. Click Send.

Note: The subject line is prefixed with FW: so the recipient knows this is a forwarded message. All original attachments are included by default.

5. Use CC and BCC

CC and BCC let you include additional recipients beyond the main To field.

CC (Carbon Copy)

• What it means: The CC'd person receives a copy of the email and everyone on the thread can see they were included.
• When to use it: To keep someone informed without expecting them to take action. For example, CC your manager on a client update so they stay in the loop.

BCC (Blind Carbon Copy)

• What it means: The BCC'd person receives a copy, but no one else on the thread can see their name or email address.
• When to use it: When sending to a large group where recipients should not see each other's addresses (e.g., external mailing lists), or when you want to discreetly include someone.

How to Add CC or BCC

1. In a new email (or reply/forward), click CC next to the To field.
2. To show the BCC field:
   • Desktop Outlook: Click Options tab > BCC in the toolbar.
   • Outlook on the web: Click BCC next to the CC field.
3. Type the recipient's email address in the appropriate field.
4. Compose your message and click Send.

6. Format Your Email

Use basic formatting to make emails clear and professional.

1. Select the text you want to format in the message body.
2. Use the formatting toolbar to apply:
   • Bold (Ctrl + B) — for emphasis on key words or deadlines.
   • Italic (Ctrl + I) — for titles or secondary emphasis.
   • Bulleted list — for listing items that have no specific order.
   • Numbered list — for step-by-step instructions or ranked items.
   • Hyperlink (Ctrl + K) — select text, press Ctrl + K, paste a URL, and click OK. The text becomes a clickable link.
3. Change font size or colour sparingly — stick to the default font for professional communication.

Tip: Keep emails concise. Use short paragraphs (2–3 sentences) and bullet points to improve readability. A wall of text is harder to act on than a structured message.

7. Manage Your Inbox

Stay organized by using these basic inbox actions.

Mark as Read or Unread

• Right-click an email and select Mark as Read or Mark as Unread.
• Use Mark as Unread on emails you have opened but still need to act on — they will appear bold again as a visual reminder.

Flag for Follow-Up

• Click the flag icon on the right side of an email (or right-click > Follow Up > choose a date).
• Flagged emails appear in your To-Do list and as reminders.

Delete and Archive

• Select an email and press Delete (or click the trash can icon) to move it to Deleted Items.
• To permanently free space, periodically empty Deleted Items: right-click the folder and select Empty folder.

Move to a Folder

• Drag and drop an email to a folder in the left panel, or right-click > Move > select a folder.
• Create new folders by right-clicking Inbox > New folder.

Search for Emails

• Click the Search bar at the top of Outlook and type a keyword, sender name, or subject.
• Use filters (From, Has attachments, Date) to narrow results.

Verification: Your inbox is organized — important items are flagged, dealt-with emails are filed or deleted, and you can find any past message using search.

Troubleshooting

TIP

If you accidentally send an email to the wrong person or group, you may be able to recall it. See How to Recall or Replace a Sent Email in Outlook — but act quickly, as recall only works under specific conditions.

Symptom / Error	Potential Cause	Solution
Email stuck in Outbox and not sending	Large attachment or no network connection	Check your internet connection. If the attachment is too large, delete the email from Outbox and resend using a OneDrive link. See How to Manage Email Attachments.
Accidentally used Reply All to a large group	Reply All instead of Reply	Send a brief follow-up apology if needed. In the future, pause and check the To/CC fields before clicking Send.
Cannot find an email you sent	Looking in the wrong folder	Check Sent Items. If using Focused Inbox, also check the Other tab.
Formatting looks different for the recipient	Recipient uses a different email client	Stick to standard fonts (Calibri, Arial) and avoid complex formatting. Send important formatted content as a PDF attachment.
BCC field is not visible	Field is hidden by default	In desktop Outlook, click Options > BCC. In Outlook web, click the BCC link next to the CC field.

Related Articles

• How to Manage Email Attachments and Send Large Files in Outlook
• How to Create an Email Signature in Outlook
• How to Create Email Rules in Outlook
• How to Use Focused Inbox in Outlook
• How to Recall or Replace a Sent Email in Outlook
• How to Change the Default Reply Behavior in Outlook
• How to Clean Up Email Conversations in Outlook
• Understanding Outlook Versions — Classic vs. New vs. Web

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