If an email was forwarded to you, you can still reply to the original sender without creating a confusing thread. Knowing how to reply to an original email that has been forwarded in outlook saves time and keeps conversations clear. Many people struggle with this because the forwarded message shows the original sender, but the reply button goes to the forwarder instead. This guide walks you through the exact steps to fix that.
Outlook handles forwarded emails differently than direct messages. When you hit “Reply” on a forwarded email, it sends your response to the person who forwarded it, not the original author. That can lead to miscommunication and cluttered inboxes. But there is a simple workaround that lets you reach the original sender directly.
This article covers multiple methods for Outlook desktop, web, and mobile apps. You will learn how to use the “Reply All” trick, manual address copying, and other techniques. Each method is explained step by step so you can choose what works best for your situation.
How To Reply To An Original Email That Has Been Forwarded In Outlook
Before diving into the steps, understand the core problem. When someone forwards an email to you, Outlook treats the forwarder as the sender. The original sender’s address is hidden inside the forwarded message body. Your goal is to extract that address and use it in a new reply.
Here are the main methods to achieve this. Each one works in different Outlook versions. Pick the one that matches your setup.
Method 1: Use Reply All And Edit Recipients
This is the fastest method for most users. It works in Outlook 2016, 2019, 2021, and Microsoft 365.
- Open the forwarded email in Outlook.
- Click the “Reply All” button in the ribbon. This opens a new message window.
- Look at the “To” field. You will see the forwarder’s email address.
- Delete the forwarder’s address from the “To” field.
- Find the original sender’s email address inside the forwarded message body. It is usually at the top of the quoted text.
- Copy that address and paste it into the “To” field.
- Write your reply and send it.
This method is simple but requires you to manually locate the original address. If the forwarded email contains multiple people, you might need to check the “From” line carefully.
Method 2: Copy The Original Sender Address From The Header
Sometimes the original sender’s address is not visible in the message body. In that case, check the email header.
- Open the forwarded email.
- Double-click the email to open it in a separate window (if not already open).
- Go to the “File” menu and select “Properties.”
- Look for the “Internet headers” section. Scroll down to find the “From” field.
- The original sender’s address appears after “From:” in the header.
- Copy that address.
- Close the properties window and click “Reply” or “Reply All.”
- Replace the forwarder’s address with the copied original address.
- Send your reply.
This method is more reliable when the forwarded email has complex formatting. It works in Outlook desktop versions only.
Method 3: Use The Forward Option Instead
If you want to reply to the original sender but also keep the forwarder in the loop, use the forward option.
- Open the forwarded email.
- Click “Forward” instead of “Reply.”
- In the “To” field, type the original sender’s email address.
- You can also add the forwarder’s address if you want them to see your response.
- Write your message and send.
This method creates a new email thread. It is useful when you want to start fresh without the forwarded context.
Method 4: Use Outlook Web App (OWA)
If you use Outlook in a web browser, the process is similar but slightly different.
- Open the forwarded email in Outlook Web App.
- Click “Reply All” at the top of the message.
- In the new message pane, delete the forwarder’s address from the “To” field.
- Scroll down to the forwarded message body. The original sender’s name and address are usually at the top.
- Click on the original sender’s name. A popup will show their email address.
- Copy that address and paste it into the “To” field.
- Send your reply.
In OWA, you can also right-click the original sender’s name and select “Add to To” if available. This saves time.
Method 5: Use The Mobile App
Outlook mobile apps (iOS and Android) have a similar workflow.
- Open the forwarded email in the Outlook app.
- Tap the “Reply All” icon (it looks like an arrow pointing left with a line).
- Delete the forwarder’s email from the “To” field.
- Tap inside the forwarded message body to expand it. Find the original sender’s name.
- Tap and hold the original sender’s name. A menu appears with “Copy email address.”
- Paste that address into the “To” field.
- Write your reply and tap send.
On some Android devices, you might need to long-press the name and select “Copy.” The exact steps depend on your phone’s OS version.
Common Pitfalls And How To Avoid Them
Even with the right steps, mistakes happen. Here are common issues and fixes.
Pitfall 1: Replying To The Forwarder Instead
This is the most frequent error. You hit “Reply” and your message goes to the person who forwarded it. Always use “Reply All” and then edit the recipients.
Pitfall 2: Missing The Original Sender’s Address
Sometimes the forwarded email hides the original address. Check the email header using the Properties method. If that fails, ask the forwarder for the original address.
Pitfall 3: Accidentally Including The Forwarder
When you use “Reply All,” you might keep the forwarder in the loop. If you want to reply only to the original sender, remove the forwarder’s address from the “To” and “CC” fields.
Pitfall 4: Breaking The Email Thread
If you use the Forward method, your reply starts a new thread. This can confuse recipients. Use Reply All with edited recipients to keep the conversation connected.
Advanced Tips For Power Users
If you handle many forwarded emails, these tips will speed up your workflow.
Create A Quick Step In Outlook Desktop
Quick Steps automate repetitive actions. You can create one that replies to the original sender.
- Go to the “Home” tab in Outlook.
- Click “Quick Steps” and select “New Quick Step.”
- Choose “Custom” from the menu.
- Name it “Reply to Original Sender.”
- Add the action “Reply All.”
- Add another action “Delete the forwarder’s address.” (This is tricky because Quick Steps cannot edit the To field directly. Instead, use a workaround.)
- Alternatively, create a Quick Step that opens a new email with a template. But this is complex.
For most users, manual editing is faster than setting up a Quick Step.
Use Keyboard Shortcuts
Keyboard shortcuts save clicks. In Outlook desktop:
- Ctrl+R: Reply to sender (but this goes to forwarder).
- Ctrl+Shift+R: Reply All.
- Ctrl+F: Forward.
After pressing Ctrl+Shift+R, you can quickly delete the forwarder’s address and paste the original one.
Save The Original Sender As A Contact
If you frequently reply to the same original sender, save their email address as a contact. Then you can type their name in the To field instead of copying the address each time.
- Open the forwarded email.
- Find the original sender’s address.
- Right-click the address and select “Add to Outlook Contacts.”
- Fill in the details and save.
Next time, just start typing their name in the To field and Outlook will autocomplete.
When To Use Each Method
Different situations call for different approaches. Here is a quick guide.
- Use Method 1 (Reply All + edit) when you want to keep the thread intact and the original address is visible.
- Use Method 2 (Properties) when the original address is hidden or you cannot find it.
- Use Method 3 (Forward) when you want to start a new conversation or include the forwarder.
- Use Method 4 (OWA) if you work in a web browser.
- Use Method 5 (Mobile) when you are on your phone.
Choose the method that fits your current setup and comfort level.
Why This Matters For Email Etiquette
Replying to the correct person shows professionalism. When you reply to the forwarder instead of the original sender, you create extra back-and-forth. The forwarder has to forward your response again. This wastes time and clutters inboxes.
By learning how to reply to an original email that has been forwarded in outlook, you improve communication. Your messages reach the right person directly. This is especially important in business settings where clear communication is critical.
Also, consider privacy. If the original email contains sensitive information, replying to the forwarder might expose details they should not see. Always double-check the recipients before sending.
Troubleshooting Common Issues
Sometimes the methods above do not work as expected. Here are fixes for specific problems.
Issue: The Original Sender’s Address Is Not In The Header
This can happen if the email was forwarded multiple times. The header might show the last forwarder instead. In that case, ask the person who forwarded it to you for the original address. Or look at the very first “From” line in the header.
Issue: Outlook Does Not Show The Properties Option
In some Outlook versions, the Properties option is hidden. Try right-clicking the email in the list and selecting “Message Options.” This opens a similar window with header details.
Issue: The Reply All Button Is Grayed Out
This usually happens when the email is in a read-only format or protected. Try opening the email in a separate window by double-clicking it. If that does not work, copy the email content and paste it into a new message.
Issue: The Forwarded Email Contains Multiple Original Senders
If the email was forwarded from a group or distribution list, the original sender might be a list address. In that case, you cannot reply to an individual. Instead, reply to the list or contact the forwarder for clarification.
Best Practices For Managing Forwarded Emails
To avoid confusion in the future, follow these habits.
- Always check the To field before sending any reply.
- Use descriptive subject lines when forwarding emails. This helps recipients know the context.
- Include a note when forwarding, explaining why you are sharing the email.
- Clean up forwarded threads by removing unnecessary parts before replying.
- Train your team on these methods to reduce email chaos.
These practices save time and reduce errors for everyone involved.
Frequently Asked Questions
1. Can I Reply To The Original Sender Without Using Reply All?
Yes. You can copy the original sender’s address and use it in a new email. But using Reply All and then editing the recipients is faster and keeps the thread.
2. What If The Original Sender’s Email Is Not Clickable In The Forwarded Message?
Copy the address from the email header using the Properties method. If that fails, ask the forwarder for the address.
3. Does This Work In Outlook For Mac?
Yes, the steps are similar. Use Reply All, delete the forwarder’s address, and paste the original sender’s address. The Properties option is under the “Message” menu.
4. How Do I Reply To An Original Email That Has Been Forwarded Multiple Times?
Look for the very first “From” address in the email header. It might be buried under several layers of forwarding. Use the Properties method to find it.
5. Is There A Way To Automate This Process?
Not easily. Outlook does not have a built-in feature to reply directly to the original sender from a forwarded email. Manual editing is the only reliable method.
Final Thoughts
Mastering how to reply to an original email that has been forwarded in outlook is a small skill with big benefits. It keeps your email threads clean, your communication direct, and your inbox manageable. Practice the methods above until they become second nature.
Remember, the key is to always use Reply All first, then edit the recipients. Do not rely on the Reply button alone. With a few extra clicks, you ensure your message reaches the right person every time.
If you run into trouble, refer back to this guide. The troubleshooting section covers most common issues. And if you still have questions, ask a colleague or check Microsoft’s support documentation.
Now you have the knowledge. Go ahead and reply to that forwarded email with confidence.