For someone who is still new to email usage, figuring out how to go about replying to emails can be a tricky issue. Of course, for someone who has been using email services for quite a while, the issue of how to reply to emails seems like one that is too obvious — one that doesn’t really warrant an article being written about. But as we just asserted, for someone who is still new to email services usage, figuring out how to go about replying to emails can be a huge challenge.
There are hardly any formal training courses on these sorts of things. One is more or less expected to ‘figure out’ how to use an email system on his or her own. Yet some aspects of email system usage can be rather challenging to figure out initially — though with time, they look so obvious that one wonders why they had difficulties at first! Furthermore, there are some people who simply don’t have the luxury of figuring these things out slowly over time. There are, for instance, folks whose circumstances are such that they have to start using email systems for serious business straightaway. Such are the sorts of folks who would really appreciate a brief outline of the steps that one needs to follow, when seeking to reply to emails.
Steps to follow when replying to emails
Accessing the email service: the first step is that of accessing the email service. If you are using a web-based email service, this will entail launching your browser, and the entering the web address/URL for the webmail service you wish to use, in order to be taken to that webmail service’s login page. If you are using a desktop email client, you first have to launch it: by going to the ‘start’ button, and then clicking on the email application’s icon.
Logging into the email account: this is normally just a question of entering your email username and your email password, and then clicking on a ‘Log in’ or ‘Sign In’ button.
Accessing the email to be replied to: this normally entails going through the inbox, to identify the specific email you wish to reply to. Upon getting to that particular email, you are supposed to click on it, in order to open it.
Indicating that you wish to reply to the email: now that the specific email you wish to reply to is open, you are supposed to click on the appropriate icon, link or button, to indicate that you wish to reply to it. If you check above or below the email message body, you will see a row of icons, links or buttons which you can use to perform various operations on the email: including ‘Delete’, ‘Reply’, ‘Forward’… and so on. Click on the ‘Reply’ icon, link or button (depending on the specific email service you are using). Note that with most email services, you have the option of either just ‘Replying’ or ‘Replying to All’. If the email you wish to reply to is one that is copied to other people, and you wish to reply to the sender alongside all the people whom the email is copied, then click on the ‘Reply All’ icon, link or button. But if you wish to reply to the sender alone, click on the ‘Reply’ icon, link or button. Here, you have to be careful, lest you ‘Reply to All’ in a situation where you are supposed to reply to the sender alone.
Composing the email reply: upon clicking on the ‘Reply’ icon, button or link, the email message will be pushed down a bit, and the message body will become editable. You now have the opportunity to compose the reply. It is at this point that you are supposed to put down whatever message you wish to use as your reply to the email. You can also click on the ‘Attach’ icon, link or button, to include any attachment you wish to use as part of your reply.
Proofreading the email reply: before sending the reply, it is a good idea to proofread it, to ensure that it conveys the message you intended to pass along.
Sending the email reply: this is just a question of clicking on the ‘Send’ icon, button or link – whereupon your email reply should be transmitted to the intended recipient(s).