When you have multiple accounts in your profile Outlook sometimes has a problem recognizing who "you" are and includes all email addresses in a Reply to All. Beginning with Outlook 2003, Outlook handles it better and as long as your address on the message is the one used as the From address for the account, it will be removed when you choose Reply to All.
To automatically remove your address when replying to all, use one of the Tools listed below. You can also use VBA. See E-Mail: Remove recipients before sending for a code sample by Outlook Developer MVP Michael Bauer.
Outlook 2013: Reply to All includes myself
I'm seeing too many Outlook 2013 users complain that 'reply to all' includes their own address. While this was a common problem years ago, Outlook now does a good job identifying "who you are". It should only include yourself in the reply to all if the address the message was sent to is not the same as the account address.
If your From address is the same as the address the message was sent to, Outlook can properly identify your address and will not include it in a 'reply to all'.
When Outlook is confused, the possible causes include:
- The Reply to address in File > Account Settings > More Settings is not the same as your account email address. When people reply to your address, Outlook sees that address as belonging to someone else.
- Outlook is using the x500 address, not the SMTP address (Exchange mailboxes only)
- You have one or more contacts in Outlook for your own GAL entry and one contains the wrong address. Outlook is resolving to the copy in your Contacts, not the GAL. (Exchange mailboxes only)
In each of these situations, the From address is different than the account address so Outlook included it in the Reply to all. Case solved.
Note on item 3: While it seems odd that Outlook 2013 is resolving reply addresses to contacts when it has the address already, it's my experience that Outlook 2013 resolves to display names, even when it has an email address to compare. I recently attempted to create a Contact Group using a list of first names and contacts (in firstname email@example.com format, one person per row). When I pasted the list into the Members field, Outlook 2013 consistently resolved contacts to other people with the same first name. I had to use email addresses only to insure the Contact Group was correct.
Always Include Yourself in Replies
If you are used to this 'feature' from older versions of Outlook and want to include yourself in replies sent using Outlook 2003 and up, you'll need to create an after sending rule to CC yourself. If you want to BCC yourself, you'll need to use VBA or an add-in listed at Automatically BCC all Messages.
To create a rule in Outlook 2007 and older:
- From the Tools menu choose Rules and Alerts
- Select Create from a blank rule and choose Check after sending.
- Select conditions if you only want to be CC'd on certain messages or click Next to CC yourself on every message you send.
- Under Actions, locate the CC action and enter your email address.
In Outlook 2010, open Manage Rules and Alerts (Home ribbon, Rules command), click New and create a rule that applies to messages you send.
Tools in the Spotlight
Reply To All Monitor is an Outlook add-in that prompts when you click reply to all, preventing you from making potentially embarrassing mistakes. It also (optionally) removes your own name from a reply to all and can also warn you if you are going to perform a reply to all on a message that you were BCC'ed on, preventing you from "spilling the beans". It has been updated to work with Outlook 2010, and works in both 32-bit and 64-bit.
janusSEAL for Outlook's SafeDomain Extension provides users with a security policy safety net when sending messages from Microsoft Outlook. Warn when sending sensitive messages to a large number of recipients; Prevent users from sending sensitive messages to a large number of recipients; Remove recipients from sensitive messages; Correct email addresses when the sender accidentally uses a recipient's public email address for a sensitive message when they should have used their private network address.
Outlook add-in to allow you to read the plain text version, HTML source, Internet headers, and attachment information, of any incoming message, all from one tabbed interface. Also includes ability to reply and forward HTML messages as plain text, and a "Reply to Some" feature to generate a reply to selected recipients (fewer than "Reply to All"). Free for personal use. Works with Outlook 2000 through Outlook 2010 (32-bit only) and any version of Windows (32- or 64-bit). New release features full ribbon integration with Outlook 2010.
ReplyAll is a free tool that alerts you when you hit the 'Reply To All' button in Outlook and asks if you really want to send to all. Works with all versions of Outlook: 2000 - 2013. Free.
SafeSend Outlook detects external recipients in outgoing emails and meeting invitations, requests users to confirm external emails recipients, expands Outlook distribution lists. Supports multiple domains within corporate structure and multiple email accounts per user. Allows custom safe-domains. Puts minimum load on your Exchange server.
TuneReplyAll is a free utility that adds a number of useful features to Microsoft Outlook 2010: It can show a warning message when a user is going to reply to everyone. The user has to confirm his choice to reply to all. This will help to prevent sending out confidential information. If Outlook includes the user's own address in Replay all, TuneReplyAll can remove it from the message. Alternately, if the user wants to include his address in the To, CC, or BCC address field in new, replied or forwarded messages, TuneReplyAll will add it.
- Add a keyword to the subject of all messages sent
- Always Reply Using HTML Format in Outlook
- Can I use my own stationery in replies?
- Copy attachment names when replying
- Do you really want to reply to all?
- Forward Messages that were not Replied To
- Foward a Message and CC the Original Recipients
- Ignore Conversations in Outlook
- Macro to Reply, ReplyAll, or Forward and File
- Outlook Crashes When You Reply or Create a New Message
- Reply or ReplyAll with Attachments
- Replying to Sent Messages
- Rules in Error and Reply with Template
- Run a script rule: Autoreply using a template
- Select from a List of Subjects before Sending a Message
- Selectively change message format when replying
- Use a macro to Reply with boilerplate text
- VBA Sample: Do Something When Reply is Clicked