Email Response Mastery: A Guide to Efficiently Reply in Gmail

Emails can be sent and received by individuals. After reading an email, actions can be taken, such as opening attachments, replying, forwarding, or adding a star for future reference. If you’re out of town, you can create an automatic vacation reply to inform others you won’t be able to check your email. This helps maintain communication and prevents missed opportunities.

a) How do I read an email in Gmail ?

1. First, click on the desired email to read an email from your inbox.

2. The email will then open in the same window.

Reading options

1. Click on Show details to view the sender’s and recipients‘ email addresses, as well as the date of the email’s sending.

2. To remind yourself to read the email later, click the star next to the sender’s name.

3. You can also click the “More” button and select “Add Star” from the drop-down menu.

4. You can reply, reply to all, or forward the email to someone else.

5. To view the next or previous email, click “Newer” or “Older” on the right side of the window.

6. You can return to your inbox.

b) How do I open an attachment in Gmail ?

1. First, open the email message containing the attachment.

2. Then, click the Download icon to save the attachment to your computer. If prompted, select Save. Double-click the file to open it.

Note: Open attachments from trusted sources, as some may contain viruses, especially .exe files. If an unknown sender or reason is provided, avoid opening.

c) How do I reply to an email message in Gmail ?

1. First, tap Reply at the bottom, select reply to all, or click the reply arrow to reply to a message.

2. Then, double-check the “To” and “Cc” fields to ensure the message is sent to the correct person, as additional recipients will appear in the “Cc” field if replying to all recipients.

3. After that, enter your message in the body field and click “Send“.

Note: To view the original email text after replying, click the gray button in the lower left corner of the window, just above the Send button.

d) How do I forward an email message in Gmail ?

1. First, tap “Forward” at the bottom of the message or choose it from the “More” drop-down menu next to the “Reply” arrow to forward a message.

2. Then, enter the recipient’s email address in the “To:” field or select them from your contacts by clicking To , then type their name to see their email address.

3. After that, enter your message in the body field and click “Send“.

e) How do I view or minimize individual emails in Gmail ?

1. First, select a conversation from your inbox.

2. Then, the conversation will display all messages stacked on top, and users can click on a message to expand it.

3. Finally, click on the top of the message again to minimize the message.

f) How do I add a vacation reply in Gmail ?

1. First, tap the gear icon in the upper right corner and select “Settings“.

2. Then, select the “vacation Responders” section and choose the first or last day for vacation responses to begin.

3. Then enter the desired subject and message.

4. Finally, select “Only send a response to people in my Contacts” to protect your contact information, or uncheck it if you suspect urgent messages from non-contact individuals before clicking “Save Changes“.

Note: When your vacation reply is active, a bar will appear at the top of the Gmail window, displaying your messages. To end your vacation response, click End Now.