In today’s fast-paced digital world, email remains one of the primary modes of communication for both personal and professional purposes. Whether you need to share important information, collaborate on a project, or simply forward a message to a colleague or friend, the ability to efficiently forward emails is a crucial skill. In this comprehensive guide, we’ll walk you through the step-by-step process of forwarding emails in Outlook 2019, covering both single and multiple message forwarding, as well as how to add your own comments and notes.
Forwarding Single Emails in Outlook 2019
Forwarding a single email in Outlook 2019 is a straightforward process that can be completed in just a few simple steps. Here’s how to do it:
- Open Outlook and Navigate to Your Inbox: Start by launching the Outlook application on your computer. Once open, click on the “Inbox” folder to view your received emails.
- Locate the Email You Wish to Forward: Scroll through your inbox or use the search function to find the specific email you want to forward to another recipient.
- Right-Click the Email and Select “Forward”: With the email selected, right-click on it and choose the “Forward” option from the context menu that appears.
- Enter the Recipient’s Email Address: In the new message window that opens, you’ll see the original email content in the body of the message. In the “To” field, type the email address of the person or people you want to forward the message to.
- Add Your Own Comments (Optional): If you’d like to include any additional notes or comments along with the forwarded email, you can do so in the message body.
- Click “Send”: Once you’ve entered the recipient’s email address and added any desired comments, simply click the “Send” button to forward the email.
Forwarding Multiple Emails in Outlook 2019
In some cases, you may need to forward multiple emails at once, rather than just a single message. Outlook 2019 makes this process easy as well. Here’s how to forward multiple emails:
- Open Outlook and Navigate to Your Inbox: As with forwarding a single email, start by opening Outlook and going to your inbox.
- Select the Emails You Want to Forward: To select multiple emails, hold down the “Ctrl” (Windows) or “Command” (Mac) key on your keyboard and click on each message you want to forward.
- Right-Click the Selected Emails and Choose “Forward”: With the emails selected, right-click on them and select the “Forward” option from the context menu.
- Enter the Recipient’s Email Address: In the new message window that opens, you’ll see all the selected emails included in the body of the message. Enter the email address of the person or people you want to forward the messages to.
- Add Your Own Comments (Optional): As with forwarding a single email, you can include any additional notes or comments in the message body.
- Click “Send”: Once you’ve entered the recipient’s email address and added any desired comments, click the “Send” button to forward the multiple emails.
Adding Comments When Forwarding Emails
When forwarding emails in Outlook 2019, you have the option to include your own comments or notes along with the original message content. This can be particularly useful when you want to provide context, add your own thoughts or insights, or highlight specific information for the recipient.
To add comments when forwarding an email:
- Follow the steps to forward a single or multiple emails: Whether you’re forwarding a single message or multiple, the process for adding comments is the same.
- In the new message window, position your cursor in the body of the email: This is where you’ll type your additional comments or notes.
- Type your comments: Use the message body to provide any context, explanations, or additional information you want to share with the recipient.
- Click “Send”: Once you’ve added your comments, simply click the “Send” button to forward the email with your notes included.
Best Practices for Forwarding Emails in Outlook 2019
To ensure that your email forwarding process is efficient and effective, consider the following best practices:
- Be Selective: Only forward emails that are truly relevant and valuable to the recipient. Avoid the temptation to forward every message you receive, as this can quickly lead to inbox overload for the recipient.
- Provide Context: When forwarding an email, always include a brief explanation or context in the message body to help the recipient understand the purpose and importance of the forwarded content.
- Check for Sensitive Information: Before forwarding an email, review the content to ensure that it doesn’t contain any sensitive or confidential information that shouldn’t be shared with the new recipient.
- Use Descriptive Subject Lines: When forwarding an email, update the subject line to be clear and descriptive, so the recipient knows what the message is about at a glance.
- Maintain Email Etiquette: Remember to use proper email etiquette, such as addressing the recipient politely, proofreading your message, and avoiding unnecessary formatting or excessive use of emojis.
Conclusion
Mastering the art of email forwarding in Outlook 2019 is a valuable skill that can help you streamline your communication and collaboration efforts. Whether you need to share important information, collaborate on a project, or simply forward a message to a colleague or friend, the steps outlined in this guide will ensure that you can do so efficiently and effectively.
By following the best practices we’ve outlined, you can ensure that your email forwarding process is not only convenient but also professional and considerate of your recipients. So, the next time you need to forward an email in Outlook 2019, refer back to this comprehensive guide and put your newfound knowledge into practice.