Receiving and responding to an E-mail

In order to receive e-mails in “Outlook”, select the “Send / Receive” tab, and click the ” Send / Receive All folders” button in the “Ribbon”. This will retrieve all messages from all email accounts you set up as well as send any un-sent messages.
All the received messages are placed in the “Inbox” folder of the respective account. I have only one account, but you may have more than one.

If you have received new messages, they will be displayed in bold in their respective folder. The number of new messages received will be displayed in brackets next to the folder. When you have read an email message, it will no longer appear in bold, and the number in the brackets will be decreased.

If you have multiple accounts, and you wish to view the mail sent only to a particular account, or a group of accounts, you can click the “Send/Receive groups” button in the “Ribbon”. You can now choose the account or accounts from the list displayed, for which, the received mail (A ) is to be viewed.

To reply to an e-mail, select the message in the “Inbox” folder.
Then click on the “Reply” button present on the “Home” tab.


This opens up a message where you only need to type your text, since the cursor is already at the right place, and then click the “Send” button. You will notice that your reply is placed above the received email, and rightly so.


Forwarding an E-mail message

Sometimes, when you receive a message, you may feel that it is of interest to share with someone else. So you can forward the email message.

To forward a message you received, click the “Forward” button on the “Home” tab.

This opens the message, and you can enter the email address of the person, to whom, this message, is to be forwarded.  As you can see, the subject of the mail is prefixed by the letters FW.  FW is the abbreviation for “Forward”.
Click the “Send” button when you have finished entering the receiver’s address.
You can also add some more text to this message.


“CC” and “BCC”:

I’ll briefly explain what the “CC” and “BCC” text boxes are used for.  The “CC” box is used for entering a second e-mail address, to facilitate sending the same message to another receiver.  If you add a recipient’s name to the “BCC” box, a copy of the message is sent to that particular recipient but the recipient’s name isn’t visible to the other recipients of the message.  If the BCC box is not visible, click the “BCC” button present in the “Options” tab of the message window.

If you click the “From” button present in the “Options” tab, you can use another account to send that particular message, when you have multiple accounts.  You can click the arrow pointing downwards on the “From” button and choose the email account from which you want to send the message.

You've completed Lesson 4