Volume 30 Issue 14

Issue Date: April 24, 2025 « Previous Issue | Next Issue »

The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on April 24, 2025.

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Using Outlook’s Reply to Field

New Outlook has a new option for “Show Reply to” on the Options tab when composing a message.

So what is the purpose of the Reply to field and when should you use it?

The "Reply to" feature is used to direct responses to an alternate email address or multiple addresses. This functionality has been available in most email clients for many years. Prior to the advent of automatic account setup, users needed to configure their accounts manually and many entered their address in the Reply to field, even though it was not necessary. However, some users did not enter their complete email address, resulting in bounced replies. This issue has become less frequent now that many email clients only need the user's email address and password for account setup.

When an address is entered in the Reply to field, any response from the recipient will be directed to that specific address, regardless of whether they select Reply All. Although CC'ing the other address and relying on the recipient to use Reply All is an option, using the Reply to field prevents the other mailbox from being cluttered with unnecessary emails.

Generally, using the Reply to field is not needed. However, it can be useful when changing your personal address and people still use the old address. When you reply, use the reply to field so future responses go to the new address. Additionally, it can be helpful for event planning, as responses to email invitations can be sent to a different person or mailbox to track the responses.

Business users can use it when they want follow-ups going to their assistant. If both the original sender and the other person should get the reply, enter both addresses in the Reply to field.

In the new Outlook, you need to use the Reply to field every time you want to change where responses are sent to; there is not a global setting to apply to all email (which would be helpful if you are changing addresses.)

POP and IMAP accounts in Classic Outlook have a global reply to field (in File > Account Settings > Account name and sync settings), so all messages will go to that address, or you can do it on individual messages, from the Options tab when composing a message. Outlook.com and Exchange accounts can only use it in individual messages.

Email Hoarders

Are you an email hoarder?

Do you have mail going back 10, 15 or 20 or more years? Including ads and other bulk mail that is long out of date? Do you *ever* look at the old mail?

It is generally recommended to retain emails for a period of 5 to 7 years, although there are exceptions to this guideline. Personal correspondence, such as emails from friends and family members, is one exception. Additionally, emailed receipts for purchases are often retained for longer durations by most people.

Ads and bulk mail generally should be kept for a much shorter period, in days or weeks, not years.

Mailing lists and newsletters typically become outdated within 5 years. Even if they aren't outdates, it's often faster to use a search engine. For example, you remember a discussion in a mailing list about an Excel formula you need, Google will often be faster than Outlook search.

I tend to the hoarder side, in part because I don't always delete ads and bulk mail as it arrives. But I have a business Exchange account, and I can automate the deletion of ads and bulk mail. I use a rule to set a policy to expire mail from specific address or with bulk in the header in 30 days and Exchange deletes it. As the Exchange admin, I can also set a maximum age to keep mail (10 years) unless it is in specific folders that are marked to always keep.

Other email services, including Outlook.com do not have these options, unfortunately. Address-based rules that set a category can make it easier to find and delete the messages, or right click on a message, choosing Find related > Messages from this sender. Then select all and delete.

Automatically BCC?

A user wanted to know if they could have the BCC field auto-populated when creating new emails.

The short version: Outlook does not have an option to BCC all messages. Classic Outlook has an "after sending" rule to CC messages but not BCC. New Outlook does not currently have a rule to CC messages.

Options for classic Outlook include using a VBA macro or a COM Add-in. A template with the address in the BCC field is also an option and will work in either classic or new Outlook, but it’s less convenient to use. While you can save the template to the desktop for easy access, you can’t set a template (or published form) as the default email form.

VBA code samples and links to COM add-ins are in this article.
Automatically BCC All Messages

Use VBA or in templates to classic Outlook's jump menu:
How to Open Outlook Templates and Files using Toolbar Buttons