Mastering Email Duplication: How to Copy an Email in the New Outlook

Let’s cut right to the chase: copying an email in the new Outlook isn’t about a literal “copy-paste” command applied to the message itself. Instead, you achieve the desired effect primarily through forwarding, saving as a file, or dragging and dropping into a new email. Each method provides a slightly different outcome, perfectly tailored to specific needs. Think of it as email alchemy – transforming one message into something new and useful!

Unveiling the Methods: Copying Emails the New Outlook Way

Forget archaic copy-paste notions. The new Outlook thrives on efficiency and contextual actions. Here’s how to effectively “copy” an email, depending on your goal:

Forwarding: The Quick and Dirty Method

This is your go-to for quickly replicating the content of an email to someone else (or even yourself!).

1. Open the email you want to “copy.”
2. Click the “Forward” button. This typically resides near the Reply/Reply All options.
3. In the new email window that appears, enter your own email address (or that of the intended recipient) in the “To” field.
4. Add any additional context or notes you need in the body of the email.
5. Click “Send.”

Why it works: Forwarding essentially creates a new email that includes the entire content of the original message as part of the email body. This is great for sharing information without needing to reconstruct it.

Saving as a File: Archiving and Reusing Content

Need a more permanent copy for future reference or manipulation? Saving the email as a file is your best bet.

1. Open the email you want to “copy.”
2. Click the three dots (More actions) usually located in the top right corner of the email window.
3. Select “Save as.”
4. Choose a location on your computer to save the file.
5. Select the file format. The options are usually “.eml” or “.msg”. “.eml” is typically more compatible with other email clients.
6. Click “Save.”

Why it works: Saving as a file creates a standalone copy of the email that you can open in Outlook or other email clients. This is perfect for archiving important emails, sharing them with people who don’t have Outlook, or editing the content in a text editor (if you’re feeling adventurous!).

Drag and Drop: For Selective Content Transfer

This method offers the most flexibility, allowing you to copy specific parts of an email into a new message.

1. Open both the email you want to “copy” from and a new email message in Outlook.
2. Select the text, images, or attachments you want to copy from the original email.
3. Click and drag the selected content from the original email window into the body of the new email message.
4. Release the mouse button to drop the content into the new email.

Why it works: Drag and drop offers granular control. It lets you selectively copy portions of an email, combining elements from multiple sources to create a customized message. This is ideal for creating summaries, extracting key information, or building upon existing emails.

FAQ: Your Burning Questions Answered

Let’s address some common questions related to “copying” emails in the new Outlook, expanding on the methods we’ve discussed.

1. Can I directly copy and paste an entire email in the new Outlook?

Not in the traditional sense. While you can select all the text in an email and copy it (Ctrl+A, Ctrl+C), the formatting might not be perfectly preserved when you paste it into a new email. Forwarding, saving as a file, or drag and drop are generally more reliable for retaining formatting and attachments.

2. What’s the difference between forwarding and replying with the original email as an attachment?

Forwarding includes the original email content directly in the body of the new message. Replying with the original email as an attachment sends the original email file (.eml or .msg) as an attachment to your reply. Forwarding is better for quick sharing, while attaching is better for preserving the original email structure.

3. When should I save an email as an .eml file versus a .msg file?

.eml files are generally more compatible with different email clients and operating systems. If you need to share the email with someone who doesn’t use Outlook, .eml is the safer choice. .msg is a Microsoft Outlook-specific format and might not be readable by other programs.

4. Can I edit an email after saving it as a file?

You can’t directly edit the email within Outlook after saving it. However, you can open the .eml file in a text editor (like Notepad or TextEdit) and manually edit the text. Be cautious when doing this, as it can affect the email’s formatting and integrity.

5. Is there a way to copy an email and keep the original sender’s address in the “From” field?

No. When you forward or create a new email based on an existing one, your email address will be in the “From” field. You can’t spoof the original sender’s address.

6. How do I copy multiple emails at once in the new Outlook?

You can’t directly “copy” multiple emails into a single new email. However, you can select multiple emails in your inbox, then forward them all. Each email will be included as an attachment in the new message. You can also save each email individually as a file.

7. Can I copy an email to a different folder within Outlook?

Yes! Simply drag and drop the email from its current folder to the desired folder. Alternatively, you can right-click on the email, select “Move,” and choose the destination folder.

8. How do I copy an email to a task or calendar item?

You can drag and drop the email from the email pane directly onto the “Tasks” or “Calendar” icon in the Outlook navigation bar. This will create a new task or calendar event with the email attached.

9. Is there a shortcut to forward an email in the new Outlook?

Yes! The most common keyboard shortcut is Ctrl + F (Windows) or Cmd + F (Mac).

10. How can I copy an email to a different email account I have set up in Outlook?

The easiest way is to forward the email to the address of your other email account. You can then access it in that account’s inbox.

11. Can I automate the process of copying certain emails based on criteria (e.g., sender, subject)?

While the new Outlook doesn’t have a built-in feature for automatically “copying” emails, you can use Outlook Rules to automatically forward specific emails to another address or move them to a designated folder. You can also explore using Power Automate (formerly Microsoft Flow) for more advanced automation scenarios.

12. What if the “Save as” option is missing in the new Outlook?

This is unusual. Ensure your Outlook is updated to the latest version. If the issue persists, try repairing your Outlook installation through the Control Panel (Windows) or System Preferences (Mac). Sometimes, add-ins can interfere with Outlook functionality, so consider disabling them temporarily to see if that resolves the issue.

In conclusion, while the notion of “copying” an email in the new Outlook isn’t a straightforward “copy-paste” action, the available methods – forwarding, saving as a file, and drag and drop – provide flexible and effective ways to replicate and reuse email content. Understanding each method’s nuances empowers you to manage your email more efficiently and effectively. Keep experimenting, and you’ll soon master the art of email duplication!