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Lesson 4: Responding to Email

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Introduction

In addition to sending emails, you'll be receiving emails from others. After you read an e-mail, there are a few actions you can accept, including opening an attachment (if at that place is one), replying to the message, forwarding it to someone else, or—if you don't have time to deal with the e-mail—adding a star to remind yourself to read it later. If you'll be out of boondocks for several days or more than, you can also create an automatic vacation respond so people know you're unable to check your email.

Sentinel the video beneath to acquire more than most reading emails, replying, forwarding, and creating a vacation reply.

Reading email

By default, whatever electronic mail you receive will go to your inbox. You'll be able to tell which emails are unread because they'll be bold. You tin can also run into the name of the sender, the subject field of the email, and the first few words of the email body. This means even before you select an email, you tin can tell quite a few things nearly it.

To read an electronic mail:

1. From your inbox, click the email you desire to read.

   

2. The email will open in the same window.

   

Reading options

In addition to reading the electronic mail, you accept several reading options.

• You can click show details to see the email addresses of the sender and any other recipients, as well as the appointment the email was sent.

  

• You tin click the Star adjacent to the name of the sender to remind yourself to read the email later.

  

• You lot can too click the More button and select Add star from the drop-downwardly carte du jour.

  

• You tin can Respond, Answer to all, or Forward the email to someone else.

  

• You can click Newer or Older on the correct side of the window to view the side by side e-mail (or previous i).

  

• You can become Back to Inbox.

  

Opening attachments

Sometimes you'll receive emails that comprise attachments. Generally, you lot will need to download an zipper to view it. However, many common file types, like Word documents and images, tin be viewed within a browser window. If the zipper is an image, you'll as well meet a smaller copy of the epitome—chosen a thumbnail—inside the body of the electronic mail. Yous can tell which emails contain attachments because they volition have a paper clip icon to the right of the subject area.

To open up an attachment:

1. Open the email message that contains the attachment.

   

2. Click the Download icon to save the attachment to your computer. If your computer asks whether you desire to Open up or Salvage it, choose Save. You lot can then locate the file on your computer and double-click it to open it.

   

You should generally just open an attachment if it's from a trusted source. Some attachments can contain viruses, specially .exe files. If y'all don't recognize the sender—or if you lot don't know why someone is sending yous the attachment—information technology's safest not to open up it. For more than information, read our lesson on avoiding spam and phishing from our Internet Safety tutorial.

Replying to emails

Most of the time, you will be replying to an email someone else sends you instead of composing a new message. When you respond, the recipient's email address will automatically appear in the To: field, so you won't need to worry nearly choosing the recipient.

Sometimes yous'll receive emails where you're not the only recipient, and you'll need to determine whether you want to respond just to the person who sent the bulletin or reply to all (the sender and all recipients). For example, if you lot're collaborating with a group of people via email, y'all'll probably desire to utilize the Reply to all option then everyone gets the message. However, if you want to send a more private bulletin to the sender, you lot'll demand to select the Reply pick so the message stays between the two of you.

To reply to an e-mail message:

1. While viewing the bulletin, click Answer at the bottom of the message. If the bulletin was sent to multiple recipients, you will also have the option to Reply to all. You lot can also click the Respond arrow to respond to the message.

   

2. You may want to double-check the To: and Cc: fields to brand sure you're sending your message to the correct people. If y'all are replying to all recipients, the additional recipients volition appear in the Cc: field.

3. Type your message in the Body field, then click Ship.

   

To see the text of the original electronic mail while you're replying, click the gray button in the lower-left corner of the window, right above the Send button.

Forwarding emails

You can likewise cull to forward an email. This basically works the same every bit replying, but it's used to send the email to someone who wasn't one of the original recipients. Merely similar a reply, the original message volition appear as a quote. It'due south normally a adept idea to include a brief message of your own to explicate why you're forwarding the email.

To forward an email message:

1. While viewing the message, click Forrard at the lesser of the message. You can also select Forward from the More drop-down menu side by side to the Respond arrow.

   

2. Type the recipient's email address in the To: field, or click To to cull a recipient from your contacts. If the person is in your contacts, you lot can outset typing his or her name and that contact's electronic mail address should appear.

   

3. Type your message in the Body field, then click Ship.

   

Conversations

Sometimes when you view an email, you'll notice that it's grouped with several other related emails. This is called a conversation. Gmail groups related emails into conversations to aid go on your inbox as corking and organized equally possible. Instead of selecting a single electronic mail from your inbox, you're actually selecting the entire chat, and you can then choose to view or minimize individual emails.

When you're viewing your inbox, you can tell how many messages there are in each chat past finding the number next to the proper noun of the sender.

To view or minimize individual emails:

1. From your inbox, select a conversation.

2. All of the letters in the conversation will announced to exist stacked on top of one another. Click a message to expand it.

   

3. Click the top function of the message over again to minimize the message.

   

Adding a vacation reply

When you go on vacation, y'all may exist unwilling or unable to check your email for several days or more than. The e-mail volition still be in your inbox when you get back, so information technology may non be a problem. However, if someone sends you an urgent message that needs a response the same day, this person may not realize that you won't receive the message in fourth dimension.

You can forestall this by creating a holiday reply, which volition automatically transport a answer to anyone who emails yous. Your vacation respond can contain whatever message you want, but usually it will include the date you lot programme to render and your contact data while you lot are out of town (or possibly the contact data of a coworker who can handle questions while you're gone).

To add a vacation reply:

1. Click the gear icon in the top-right corner, and so select Settings.

   

2. Scroll downwards until y'all see the Vacation responder department. Click the Beginning day field to choose the date you lot want the holiday reply to commencement. If you want, yous can besides choose a Last twenty-four hour period, just it'south not required.
3. Blazon the desired discipline and message.

   

4. You may desire to select Only send a response to people in my Contacts to avoid giving your whereabouts and contact data to strangers. Yet, if you think you might receive an urgent message from someone who is not in your contacts, y'all tin leave it unchecked. When you're finished, gyre down to the lesser of the page and click Save Changes.

   

When your vacation respond is active, there will be a bar at the tiptop of the Gmail window showing your message. To terminate the vacation reply, click End now.

Challenge!

For this challenge, you tin use an email in your inbox. If you lot don't have one, you lot tin can complete the challenge from our previous lesson and apply information technology.

1. Open the email.
2. If your email has an attachment, endeavor opening information technology.
3. Forward the email to yourself by using your email accost every bit the recipient.
4. Star an email in your inbox.
5. Add a vacation reply, then send yourself an email. You can put anything in the bailiwick and torso of the e-mail.
6. When yous're finished, yous should see both your email and your vacation answer in your inbox. Don't forget to plough off your vacation respond!

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Source: https://edu.gcfglobal.org/en/gmail/responding-to-email/1/

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