How Do I Reply To An Email

Troubleshoot A Missing Send Button

How to Reply to an Email

Without the Send command, you cannot send an e-mail message. This section is intended to help you locate the Send command, give you possible reasons why the Send command is missing, and give you steps to fix the problem.

The Send command is located next to the To, Cc, and Bcc boxes.

When Outlook 2007 runs without a configured e-mail account, the Send command does not appear and no e-mail messages can be sent.

Most people use Outlook 2007 with an e-mail account. However, the following is a list of reasons why an e-mail account is not configured:

  • Outlook 2007 was configured without e-mail support While not common, Outlook 2007 can be configured to manage contacts, tasks, or calendars only.

  • E-mail account setup was interrupted The first time Outlook 2007 ran, the setup process for an e-mail account did not complete.

  • The account configuration file is corrupted Damage to the configuration file used to store e-mail account configuration information can cause a previously configured e-mail account not to appear.

Note: You can open an Outlook data file, known as a Personal Folders file , view previously received e-mail messages, and use the New message, Reply, Reply All, or Forward commands to open a message composition window. However, no Send button will appear unless at least one e-mail account is configured.

Verify an e-mail account is configured

First, verify if an e-mail account is configured.

Preface Replies With Your Name

Rather than relying on formatting, get into the habit of prefacing all of your replies with your name and, if you need to be especially organized, the date. Ask all recipients to do the same.

Currently, in Gmail or in the Outlook web app, you have no choice but to type your name in manually. If you use Outlook Desktop, however, there’s a feature that will automatically preface your replies with your name.

To do this, go to File> Options> Mail. Then, go to Replies & Forward, check the Preface comments with the box, and type your name in. When you reply in the body of an email, your name will appear in brackets automatically.

Related: Save Time and Effort With These Professional Email Tips

Link But Dont Abandon

Do you have really great resources that your customers would find helpful? Cool! By all means, link to the more thorough answer in your email reply. But dont just link and walk away.

Simply linking to a help center article or intro video might be seen as dismissive. Instead, explain the answer they need as briefly as possible first, and then refer them to the resource if they find it necessary. Aim to explain 80% of the solution in the support email, and leave the details for the resource to further clarify.

Instead of

This article will solve your problem.


  • Update your timezone preferences to your current location

If you need more assistance, weve created this great walkthrough with screenshots and more information about how timezones work. Please let me know if I can help any further!


Customer Support Lead

Read Also: Sending Long Videos Through Email

‘customer Is Not Included In This Message’ Notice

When sending an email from a Customer’s Profile to a 3rd party whose email is not part of the Customer’s Profile and without cc’ing the Customer’s existing email attached to the Profile, the message “The customer is not included in this message, which may have been due to the customer’s email address not yet existing on their Gladly Profile” may appear. This is simply a reminder that you’re sending an email to an email address not attached to the Profile. For example, if you send an email from the Profile to a shipping company to check a delivery status without cc’ing the Customer, then the notice appears.

The notice won’t appear if the Customer’s email, as shown in their Profile, is cc’d with the email to the 3rd party.

Business Emails Examples Vi: Reply To Request For Information About Your Product Or Service

Commons 1.4 â Reply By Email!

Dear Mrs. Thatcher,

Thank you for your inquiry about Apple Stores. Find attached herewith some literature on our products including the products in alpha development stage. I have also included a sample username and password for you to try out the products that catch your fancy.

Please, do not hesitate to call me if you have further questions. I will be glad to have you as a customer.


You May Like: What Does Cc Mean When You Send An Email

Break Complicated Questions Down

While customer support agents might be communication geniuses, our customers are often not. You might get stream-of-consciousness emails where every little question theyve ever had comes pouring out in one block of text. Or maybe there are so many emotions in the email its tough to decipher what the actual question is.

The key to answering these is to break up the noise into answerable questions. Just because they sent you a block of text doesnt mean you need to send one back in your support email.

Begin With A Greeting

Thank the beneficiary If you are answering a customers request, you should start with a line of much obliged. For instance, on the off chance that somebody kept in touch with you about another item they are presenting, you may start, Dear Jim, Thank you for reaching us about .

As another option, you could start with Dear John, I read your email and comprehend your anxiety about . I will hit you up in no time. State your motivation Dear Mr. Kelly is the way you are tended to in court.

If you were trapped in unmistakably fake and trapped in terrible conduct, the inspector would not simply express, Ms. Jayne Smith. They would speedily use her total name, which is: A response to a request If you are offering an explanation to someones solicitation or question, you should say, Hello, Whats going on? or This is Ms. Smith.

Don’t Miss: Iphone Mass Delete Emails

Writing Professional Email Responses Examples

A simple letter of acknowledgement could read:

Dear Mr. Williams:

Thank you for inquiring about our new email marketing enterprise application. A team member will contact you tomorrow with a detailed explanation of the product that fits your business need.

Thanks again for your inquiry.


Heres a more detailed letter of acknowledgement:

Dear Mr. Gate:

Thank you for your order of 25 DVDs. We will send them within the next 3 days.

Before we send them however, we need to know the type of package you prefer. Kindly visit your order page and select your preference. If you have any question, call us at +2348035290896. You will be promptly attended to by the customer service team.

Thanks again for your order. We look forward to your final instructions.


Heres a professional response to email inquiries for Information

Dear Ms. Abike:

Thank you for inquiring about the email software advertised on my blog. Each of the listed software functions uniquely on different platforms. Before I recommend a particular one, I would like to know a bit more about you and your needs:

1. What kind of business do you handle? Are you self-employed , manager or a business owner?

2. Will you be using the software on a mobile device or computer? Is your computer a Mac or PC?

3. What kind of emails do you send most often? Are they replies to customer questions, business-to-business information or just emails for team members?


Dear Mr. Kinkar:

Yours truly,

James Blunt

The Secret To Getting Replies To Your Emails: The One

Replying to Emails with Gmail

Estimated reading time: 4 min

With people increasingly swamped with email, you may find that it takes a while to get responses to your emails . Heres a method that will significantly increase the chances of getting quicker responses: The One-Minute Email.

Imagine the person youre emailing going from one meeting to the next and checking their inbox between meetings. Could they reply to your email while waiting for Zoom to launch? Could they send off a response in the time that it takes to walk from the bus or their car to the office? Or will they glance at the email, see that it requires a longer reply than they have time to type, and set it aside for later ?

Your mission, should you choose to accept it, is to write as many emails as possible that pass the One-Minute Test. Heres how to do it:

Read Also: How To Find Icloud Email On Iphone

Importance Of Replying In Email

There are several key reasons why using the Gmail reply function is helpful:

  • Maintain a Thread Technically, you could simply create a new email each time you wanted to respond to someone. However, you may cause confusion. Keeping emails in threads via the reply option helps stay organized.
  • Clarifies Topic of Conversation Are you talking about an upcoming meeting? How about next months conference? Knowing the context of the email helps to eliminate back and forth messages.
  • Dont Get Lost in the Recipients Inbox The original email may be starred so that the recipient can see it easily. However, if you dont use the original email to reply, it could get lost in the shuffle.

Now that weve explored the importance of replying to an email on Gmail, lets take a look at how to do it.

Responding To A Request For Materials

If you’re a teacher or vendor of online courses, you may receive emails requesting that you forward materials a person needs. Often, you need to attach the materials and let them know that it’s included in the email. Here is an example of a professional sales response to a request for materials via email:

Hi Mike,

Thank you for reaching out to me regarding my free digital marketing PDF. This is a very informative introductory course to the complete course program, which you can access via my website for the very affordable sum of $59.99. While the free PDF is definitely enough to give you relevant insights to get started, the complete course trains you in every aspect of digital marketing.

Once again, thank you for reaching out. Kindly find the attached PDF file. Also, do contact me if you have any additional questions or need help signing up for the full course.

Yours sincerely,

Read Also: Find All My Email Addresses

Pem : Examples Of Responding To Emails Professionally

Emails are the major means for professional business communication. If written poorly, you can lose a major prospect. If written excellently, you will easily turn prospects to clients. Personally, I have noticed that the quality of my responses usually determine whether a client will hire my services or not and how much the client is willing to spend.

Basically, your answers to professional emails should be well thought-out and carefully crafted. In many instances, it is not advisable to reply emails instantly.

After reading a professional email, allow time for your mind to completely digest the email and come up with good responses.

In answering business emails, pay careful attention to the tone in your emails. This is normally reflected in the words you use to express yourself.

For example instead of saying,

Please send all the shipping documents for the next batch of drugs.

it is more amiable to say,

Kindly send the shipping documents for the next batch of drugs

In addition, always make sure your emails are straight forward and clear. From the beginning of the email, state the most important information. Written information tends to generate more meaning than spoken words. So, avoid using unnecessary big words. Instead, focus on the information you want to pass in your replies and ensure the information is complete.

Ways To Respond To A Job Offer Via Email

I send an email to the official niantic press email. Waiting on ...

Have you just received a job offer? Here are 4 ways you can reply via email to accept, reject, negotiate, or consider a job offer.

There’s a rush of hope that comes with receiving a job offer in your email. It could be your dream job, or it could be a mediocre offer, indicating that your job search isn’t over yet. Either way, you’ll need to inform the company of your decision.

Depending on the offer, your response will be one of four options: acceptance, rejection, negotiation, or consideration. While making a decision may come easily to you, expressing yourself professionally may not. Let’s take a look at how to respond to a job offer in each of the four scenarios.

You May Like: How To Unarchive An Email In Outlook

More Reply Email Samples

You will find more reply email samples below. For tips on writing and responding to business emails, you may refer to my post on 9 Tips You Need to Write and Respond to Emails Professionally.

Reply Email Sample VI: Reply to request for information about your product or service

Dear Mrs. Thatcher,

Thank you for your inquiry about Apple Stores. Find attached herewith some literature on our products including the products in alpha development stage. I have also included a sample username and password for you to try out the products that catch your fancy.

Please, do not hesitate to call me if you have further questions. I will be glad to have you as a customer.


Reply Email Sample VII: Reply to Request for Samples

Dear Mr. Ahsan,

I have attached five samples of my original designs to this email. The sixth attachment is a list of designs where I collaborated with other designers including the location of the designs on the Internet.

Thank you for allowing me to send samples to you. I will be pleased to participate in the forthcoming competition and also introduce my services to your team.

Kindly notify me should you need any other information.


With the above reply email samples, you should be able to effectively respond, whether positively or negatively, to emails that come your way.

As a recap, you should always ensure your email replies are:

  • Clear, direct and unambiguous
  • One-to-one
  • Short, Simple and Sweet
  • Why Is It Important To Respond To Emails

    Replying to emails is important to keep both your customers and colleagues happy. By sending them messages back, you demonstrate that you care about them. Email replies can also be a sign of professionalism. This shows that you’re a dependable person. In certain situations, others may pause parts of a project while they await your response. For instance, if a sales representative had a meeting with a potential client, the company may wait to make big purchasing decisions until they discover if the client has committed.

    Related:How To Write a Follow-Up Email After an Interview

    You May Like: Unarchiving Outlook Emails

    Business Emails Examples Iv: Declining An Invitation

    Dear Miss Sheryl,

    Pardon the delay in responding to your last email. I have been in the process of setting up my own social network so I had to resign from Facebook Inc.

    I very much appreciate your invitation to help evaluate the Facebook App you are developing this time, but this may not be in the best interest of Facebooks management. You may contact some other editors on Facebook forum.

    Thank you for understanding.

    Popular Articles

    Related Stories

    Stay on top - Get the daily news in your inbox