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Part 5. Creating and Sending Mail > Task 8 How to Reply to a Mail Message

Task 8 How to Reply to a Mail Message

After you read your mail, you can choose from various reply options. Reply creates a new mail memo addressed to the sender of the original message. The Subject line displays the same subject as the original message with the prefix Re:. It's up to you whether you want to include the text of the original message in your reply, or whether you want to send the reply to just the sender or to all the recipients listed in the original message.

1.
Reply to the Message

To reply to a mail message, begin by selecting the original message in the Inbox and clicking the Reply button on the Action bar. Then select Reply, or choose Actions, Reply, Reply from the menu. If you have the memo open, click the Reply button on the Action bar and select Reply. A new memo opens.

2.
Type a Reply

In the new memo, the name of the sender of the original message is in the To field. The Subject field displays the subject from the original message prefixed with Re:. Type your reply and click Send or Send and File on the Action bar. When the memo is received, a document link icon appears to the right of the Subject field (it looks like a tiny page). The recipient can click that icon to open the original message if it is still in his mail file.

3.
Reply to All

If you're reading a memo and want to send a reply to the sender plus all the recipients of the original memo (except yourself), click Reply to All on the Action bar and then select Reply to add those names to the address fields of your reply memo. The sender's name is in the To field, and the other people are listed in the cc field (you can edit the list if you don't want to send the reply to all of them).

4.
Reply with History

There's nothing worse than a one-word reply, such as yes. The recipient of this cryptic reply has to look up what you're saying yes to, which means returning to the original message. Wouldn't it be much nicer if you included a copy of the original message in your reply? To do that, open or select the original message and click the Reply or Reply to All button on the Action bar. Then select Reply with History. The original message appears at the bottom of the message area in your reply memo. If you want the original message to be formatted as it would in an Internet mail memo (with fixed line lengths and marked with the > character in the left margin), select Reply with Internet-Style History when you click Reply.

5.
Don't Pass Along the Attachment

When you reply with history, don't send back the attachment you received. The sender doesn't need to get it back, unless you edited it—nor do the other memo recipients. Not to mention it takes up more disk space and can slow down sending or receiving the message. When you click the Reply or Reply to All button, select Reply Without Attachment(s). A note appears at the bottom of the reply saying that the attachment was removed by you.

6.
Use the Permanent Pen

One valuable use of the Reply with History option is to add your comments right in the original text. You want your comments to stand out, however. Instead of changing the font each time you type a comment, turn on the Permanent Pen feature. The comments you add appear in a different color from the rest of the text, and as long as you leave the Permanent Pen on, any text you type will be that color. Choose Text, Permanent Pen, Use Permanent Pen to turn it on or off (a check mark shows when it's on).

7.
Highlight Important Areas

Just as you do with printed matter to make important text stand out, you can highlight the text in Notes. You have a choice of yellow, pink, or blue highlighter to use. Choose Text, Highlighter, Use Yellow Highlighter to get the yellow highlighter. The same command turns off the highlighter (a check mark shows when the feature is on). Drag the highlighter pen across the text you want emphasized.


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