How to send someone an email

How to send someone an email

Introduction: How to Send an Email


Knowing how to use the email is an important form of communication in today’s society. Compared to the old fashion mail and postal stamp, sending an email is faster, cheaper, and convenient. It is important to be able to send a message to inform or receive feedback from someone in a matter of seconds.

This Instructable will show you how to send an email to someone of your choice. There are many email service providers you are able to use today and are bound to grow in the future, but in this Instructable the email service provider of choice will be Yahoo.

Time to complete: 5-10 minutes

Requirements before starting:

  • access to a computer
  • account that is set up with the provider
  • email address of the recipient

Although we are using Yahoo in this example, please note that using other email provider, the steps listed here will be very similar if not the same steps required to send an email.

NOTE: If you are unable access your account, please refer to other Instructables or online guides that will help troubleshoot your problem.

NOTE: Due to popular belief, opening an email doesn’t immediately infect you with a virus. It is only until you start interacting with the attachments and links it provides do your potential for risk increase.

Step 1: Sign Into Your Account

Go to Make sure the link you typed is correct. Login into your account with the correct Yahoo ID or your email address and password to match.

Step 2: Compose a New Email

After logging in, you will see a similar interface of the example of your email account. Click compose to start creating an email.

Step 3: Write Recipient Email Address

On this page, you will enter your message and to whom you will send the message. First enter the recipient email address. This email address is obtained from the recipient similar to how you need someone’s physical address to send mail.

Step 4: Enter the Subject of the Email

Enter the title or subject of the email below.

Step 5: Enter the Body

Enter the body of the message in the box below the subject line.

Step 6: Send and Finish

After typing up your message, confirm your recipient’s email address. Just as having the wrong physical address of someone’s home can result to the message being sent somewhere else, the incorrect email address can send it to someone else. After you checked all the information is correct, click send on the bottom and you have sent your email.

Step 7: Confirmation

You can confirm if your email was sent by clicking the sent tab on the left. It will display all the email you have sent. If the email recently sent has not shown up or if you wish to send additional emails, please refer again to steps 2 through 5. Now you have sucessfully sent an email and confirmed it’s delivery.

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How to send someone an email

How to send someone an email

Whether you’re looking for work, making new networking connections, or simply trying to excel at your current job, it’s essential to know how to write and send professional email messages.

This can be harder than it sounds. Many professionals have grown used to a very casual approach to email in their personal lives. While slang, emoticons, and textspeak are usually acceptable when you’re emailing close friends, they won’t fly in work correspondence. It’s important to know how clean up your communications when you need to.

When might you need to send a professional email? There are a number of possibilities. You might need to send your cover letter to a potential employer, a thank-you letter to a colleague who agreed to be a reference, a resignation letter to your current boss, or a request for a letter of recommendation.

You may have other reasons for sending non-personal emails, and in fact, it’s a good idea to make sure all your email is organized and professional.

Whenever you send professional email messages, it’s really important to make sure the message is perfect. You don’t want to blow an opportunity by making any mistakes—either in how you send emails or how you keep track of them.

Learn what to include in your messages, what not to include, and how to close, sign and send your email messages.

Professional Email Guidelines

Review these steps to write a high-quality professional email, and you’ll always make a great impression on the recipient.

How to send someone an email

What to Include in Your Email Message

  • Subject Line: The subject line should concisely convey your purpose for writing. Your subject line can be as simple as “Thank You” or “Request for Recommendation.”
  • Greeting: Even if you are writing a very short email, include a greeting. If you know the name of the person, include it. Unless you are on a first-name basis with the person, call them by their title.
  • Length: Keep your email as concise as possible. People tend to skim long emails, so only include essential information.
  • Closing:Sign off with a brief “Thank you,” “Best,” or another simple send-off, and then your name. Most email accounts let you embed a signature with your name, title, and contact information into every email. It is a terrific way to make each correspondence more professional.

What Not to Include in Your Email Message

  • Font Style: Avoid ornate, playful, or colored fonts; these simply distract the recipient from your actual message. Avoid overusing bold and italics as well, which make an email look cluttered.
  • Uppercase: Do not write in all capital letters either; this comes across as angry or overexcited in an email.
  • Emoticons: Do not include emoticons in a professional email; save these for personal correspondence.

Tips to Ensure Perfect Professional Email Messages

Once you’ve written your email, go through all these steps before you click the “send” button:

  • Make Sure Your Message is Complete: Double-check to make sure the subject line of your email is filled in, you have included a signature, you are sending the message to the right contact person, and you have filled in the Bcc field to send a copy to yourself, so you have a record of the email message.
  • Proof Your Email Message: Before you hit send, also make sure you spell-check and check your grammar and capitalization. They are just as important in email correspondence as they are in a paper letter.
  • Send a Test Email Message: Before you actually send your email, send the message to yourself first to check that the formatting works and that nothing looks out of place. If everything looks good, go ahead and send the email to the company or individual you’re contacting.
  • Send a Copy of the Email Message to Yourself: Use the Bcc field to send a copy of the email message to yourself, so you have a record of when you sent the message and who you sent it to. You can also find this information in your sent folder.
  • File Your Copies: With many email programs you can set up folders to make it easier to find any important past emails. Set up folders for all your job search emails and other professional emails and file your copies after you send your messages.

Review Professional Email Examples

Sample Email Message #1: Resignation Letter

Subject Line: Resignation—Bob Smith

I’m writing to submit my resignation from my position as unit coordinator at Town Hospital, effective June 10.

I’m more grateful than I can say for all your support and assistance over the past five years. Working here has been a first-class education in teamwork, healthcare administration, and getting the job done. I’ll miss working with you all, and hope you’ll stay in touch.

Please let me know if I can be of any assistance during the transition.

Sample Email Message #2: Referral Request

Subject: Cynthia Dailey—Referral Request

Dear Barbara Cho,

Recently on LinkedIn, I spotted a job ad for the position of marketing assistant at XYZ Corp. As I know you’ve been there for several years now, I wondered if you might be willing to give me a referral for the job.

I was especially excited to see that the job involves working heavily with your team on email marketing and social media campaigns. Since we last worked together at ABC LLC, I’ve gained extensive experience with HubSpot, Google Analytics, and SurveyMonkey. I’d love to put these skills to work for XYZ.

I’ve attached a copy of my resume and a link to my portfolio, so you can see my recent experience. Please let me know if you have any questions or if you’d like to see further samples of my work.

Key Takeaways

Keep It Professional: Business correspondence should be polished, even when you’re sending it via email.

Be Concise: Get to your point and be as clear as possible about what you need or have to offer.

Edit, Proofread, Test: Make sure your message is free from errors and typos. Send a test message to yourself before you hit “send.”

Keep a Record: Bcc yourself on important correspondence and file each message in the appropriate email folder for future reference.

Create and send email

Choose New Email to start a new message.

Enter a name or email address in the To, Cc, or Bcc field.

In Subject, type the subject of the email message.

Place the cursor in the body of the email message, and then start typing.

After typing your message, choose Send.

How to send someone an email

Use @mentions to get someone’s attention

In the body of the email message or calendar invite, enter the @ symbol and the first few letters of the contact’s first or last name.

When Outlook offers you one or more suggestions, choose the contact you want to mention.

By default, their full name is included. You can delete a portion of the mention, for example, everything other than the person’s first name.

The mentioned contact is added to the To line of the email or the meeting invite.

How to send someone an email

Focused Inbox helps you focus on the emails that matter most. It separates your inbox into two tabs— Focused and Other.

If messages aren’t sorted the way you like, you can move them and set where to deliver future messages from that sender.

Select the Focused or Other tab.

Right-click the message you want to move and select Move to Other or Move to Focused.

Keep email addresses private when sending to multiple recipients

How to send someone an email

How to send someone an email

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What to Know

  • Enter all the recipients’ email addresses in the Bcc: field so that they’re hidden from each other.
  • Send the email to yourself under the name “Undisclosed Recipients” so that everyone knows the message was sent to multiple people.
  • If you do this regularly, make a new contact named “Undisclosed Recipients” that includes your email address.

This article explains how to send an email to undisclosed recipients. Instructions apply broadly to all email services.

How to Send an Email to Undisclosed Recipients

Create a new message in your email client.

Type Undisclosed Recipients in the To: field, followed by your email address in . For example, type Undisclosed Recipients.

How to send someone an email

If this doesn’t work, make a brand new contact in the address book, name it “Undisclosed Recipients” and then type your email address in the address text box.

In the Bcc: field, type all the email addresses that the message should be sent to, separated by commas. If these recipients are already contacts, it should be fairly easy to start typing their names or addresses so that the program will autofill those entries.

How to send someone an email

If your email program doesn’t show the Bcc: field by default, open the preferences and look for that option somewhere so that you can enable it.

Compose the rest of the message normally, adding a subject and writing the body of the message, and then send it off when you’re done.

If you end up doing this often, feel free to make a new contact called “Undisclosed Recipients” that includes your email address. It’ll be easier next time to just send the message to the contact you already have in your address book.

Why Send Emails to Undisclosed Recipients?

Sending an email to undisclosed recipients protects everyone’s privacy and makes the email look clean and professional. The alternative is to send an email to multiple recipients while listing all their addresses in the To: or Cc: fields. Not only does this definitely look messy to everyone who looks at who the message was sent to, but it also exposes everyone’s email address.

Instructions for Specific Email Programs

Although these general instructions work in most email programs, small variations might exist. If your email client is listed below, check its specific instructions for how to use the Bcc field to send a message to undisclosed recipients.

How to send someone an email

When you receive an e-mail message, you can read, delete, or reply to that e-mail. You can also send that e-mail to another person, like a friend of family member, which is known as forwarding an e-mail. If an e-mail has an attachment and you forward that e-mail, in most cases, the attachment is included and sent to the recipient.

If you previously sent an e-mail message to someone, you can re-send that same e-mail to other people, as well.

All e-mail accounts and client programs provide the ability to forward e-mails and re-send e-mails. Click a link below for steps on how to do each e-mail action.

  • Forward an e-mail message.
  • Re-send an e-mail message.

Forward an e-mail message

Each e-mail account and client program is a little bit different, so the exact steps to forward an e-mail message may differ slightly. The steps below should provide you with the general process to forward an e-mail.

  1. Access your e-mail account or client program.
  2. Open the e-mail message you want to forward.
  3. In the menu bar, usually found at the top of the e-mail message or client program window, click the Forward option.

If pictures or other files are attached to the original e-mail message, using the Forward option results in those pictures or files getting sent when the e-mail is forwarded. If you do not want to include those attachments, make sure to remove the attachments before clicking Send to forward the e-mail.

  1. Once the e-mail message window opens, in the To: field, enter the e-mail address of the person you want to forward the message.
  2. In the Subject field, modify the e-mail subject, if desired.
  3. In the body of the e-mail message, type a message explaining the reason for forwarding the e-mail, if desired.
  4. When you are ready to forward the e-mail, click the Send button.

Re-send an e-mail message

Each e-mail account and client program is a little bit different, so the exact steps to re-send an e-mail message may differ slightly. The steps below should provide you with the general process to re-send an e-mail.

  1. Access your e-mail account or client program.
  2. Locate the Sent folder, which contains the e-mails you have previously sent. It may also be named Sent Items or Sent Mail.

Some e-mail accounts or client programs may hide the Sent folder by default. If you cannot find the Sent folder, check the Settings options to show the Sent folder.

  1. Find and open the e-mail message you want to re-send.
  2. In the menu bar at the top of the e-mail message or e-mail program window, select the Reply or Reply All option. A new e-mail message window opens.

If pictures or other files were attached to the previously sent e-mail message, you would need to attach those pictures or files again. The files will not automatically be attached to the new e-mail message.

How to send someone an email

How to send someone an email

Maddy Price / The Balance

Everyone loves to know that they are appreciated! So, it’s always a good idea to send an email or note letting your team, employees, or colleagues know that you are grateful for their assistance or advice. It only takes a few minutes to say “thank you,” and it’s well worth the effort.

When to Send an Appreciation Email

When should you send an appreciation email or note? There are many opportunities to show your appreciation in the workplace.

  • Send appreciation messages to employees who have made a contribution to the team or to colleagues who’ve helped you out.
  • If someone has worked extra hard on a project, taken on additional responsibilities, or pitched in to help a co-worker, let them know you’ve noticed and that you appreciate their contribution.
  • If a client or a vendor has helped make your job easier, take the time to let them know you appreciate it.
  • When someone has done something that made your day better, spend a few minutes letting them know how they made a difference.

Sending appreciation letters is a solid way to let anyone who’s offered assistance know how much it meant to you.

What to Include in the Email

Your email message should include:

  • Subject (the reason you are writing)
  • Greeting (if you are writing to an individual, otherwise start with the first paragraph)
  • The reason you’re writing
  • Your thanks and appreciation (be specific)
  • Closing
  • Your name (and email signature if you have one)

Tips for Writing an Appreciation Email

Most importantly, don’t hesitate to write one. Sometimes it’s the little things that can make a big difference at work. Just knowing that someone cared enough to write, can help with employee morale and build a culture of workplace positivity.

Your email message or letter doesn’t need to be long. Simply include the fact that you appreciate the help or accomplishment, and say how much you value the contribution. Be sincere with your appreciation, but avoid being too effusive.

If you’re thanking your team, be sure to thank everyone. You don’t want one of your team members to feel left out because they weren’t included.

Always carefully proofread before hitting the “send” button or sealing the envelope. A typo—or worse, a misspelled name—will diminish the gesture and the sentiment behind it.

Send your letter promptly, whether it’s an email, a hard copy letter, or a thank-you card.

If you want to be extra sure it’s perfect, email a copy to yourself so you can proof it one more time.

Appreciation Email Message Examples

Read through these sample appreciation letters to employees and colleagues, as well as one to someone who has offered to help with a committee to get inspiration before writing your own appreciation message.

As well, here is a list of more appreciation letter and email samples to send to contacts who have helped with your work, career, or job search.

Sample Appreciation Email to Team

Subject Line: Thank you!

Thanks so much to everyone on the team for getting our latest project completed not only ahead of schedule, but under budget.

I appreciate the cooperative spirit and the attention to detail that enabled us to streamline the entire process in order to achieve success and to meet our goals.

I couldn’t be more thrilled to work with such a terrific group of people, and I’m looking foreward to working with you on our next project!

With many thanks,

Sample Appreciation Letter to Employee

Subject Line: Thank You

I really appreciate all your help in getting the restaurant ready for opening night.

You’ve been right there, helping out wherever and whenever needed for these past few months. Everything has finally come together, and we’re ready to open the doors to the public.

I’m looking forward to continuing to work together.

Sample Appreciation Email for a Project

Subject Line: Thank You Very Much!

I wanted to let you know how much I appreciated your help with the project.

I know how much time and effort you invested to not only get the project done prior to the deadline, but to ensure the client was satisfied with every step of the process.

You are a valued member of our team, and I truly appreciate your contributions!

Sample Appreciation Email to Colleague

The following is a sample appreciation letter to send or email to a colleague at work.

Subject Line: Thank You

Thank you very much for meeting with me yesterday regarding my current project. I really appreciate your insights, and I’m looking forward to implementing many of your suggestions.

It’s helpful to have someone who has had experience with similar issues on previous projects to talk things over with. I appreciate you taking the time out of your busy schedule to speak with me.

I’ll be sure to send you a follow up when this project is complete.

Sample Appreciation Email Message for Assistance

Here is a sample appreciation email message to send to an individual who has offered to provide help with a committee project.

Subject Line: Hospitality Committee

Thanks for offering to co-coordinate the Hospitality Committee. I just got a copy of the responsibilities from Joan, and I’ll forward that to you along with the list of members.

I have written an opening letter which I will also forward, so if you have anything to add/edit, we can do that and get it out early this week!

I really appreciate your help. We can talk about how we want to divide things up and coordinate with the Chairs about the dates for Pumpkin Carving and Pizza Night.

Email Example Thanking a Vendor

Subject Line: Thank You!

I wanted to take the time to thank you for the service your company provided to ours.

We sincerely appreciate your customer service, how you’re always available to handle challenging issues, the excellent work you have demonstrated on every project, and the professional way you conduct business.

It’s a pleasure working with you!

More About Saying Thank You

Here’s the scoop on how to write a professional thank-you letter including who to thank, what to write, and when to write an employment-related thank you letter.

These professional letter and email samples, including cover letters, interview thank-you letters, follow-up letters, job-acceptance and rejection letters, resignation letters, appreciation letters, business letters, and more great employment letter samples, will help you get an interview, follow-up, and handle all the employment-related correspondence you need to write.

How to Write the Best Appreciation Note

Show Your Appreciation: Don’t hesitate to say thank you to someone who helped you out. Everyone likes to know they are appreciated.

Keep it Short: Your email doesn’t have to be lengthy. A paragraph or two is sufficient.

Use a Sample to Get Started: Use a sample to get ideas for what to include in own correspondence.

In this article, I have explained the steps to send emails for list of people given in the excel worksheet using Power Automate Flow.

Get the excel worksheet ready:

Please verify whether the excel worksheet is in proper format without any unwanted junk characters in it. Also, select the range of cells and create it as table . You can refer the table in flow, that will make your job easy by fetching the data from excel worksheet.

To create table from the range of cells in worksheet, first select the range of cells as shown below. Then click on the “Insert” menu, in which there is an Icon named Table, click on that to convert the range of cells to table.

Creating a Flow to read the worksheet and send email to List of People:

Now, we need to create a new scheduled workflow as shown below:

Go to “Power Automate” from your Office 365 home page.

After landing in Power Automate app, click on “My flows” and “+ New flow”. List of flow types will be displayed. From that select “Scheduled cloud flow”.

Setting time interval to trigger the flow.

Here in this example, I have scheduled this workflow to trigger monthly once, but there are options to trigger Monthly, Weekly, Daily and Hourly also (frequency).

Next thing is to add the “Initialize variable” action. If you want to use the variable, you need to Initialize variable first and then you can set value to variable using “Set Variable” action. Later the variable can be used in any part of the flow.

Click on the “+ New step” button to add new condition or action.

You can select the “Type” of the variable and name it as “varEmailAddresses”.

Click “+ Next step” to add new action for reading the excel worksheet and configure it.

Select “List rows present in a table” option to map the table in the Excel from Flow.

Add new step for reading each row from the excel worksheet and send email to the list of users.

Now add the “Set Variable” action and assign email address got from the excel worksheet fields.

To send email we need to add the action “Send an email (V2)”.

Set the values for “To” address using the “varEmailAddresses”, Subject and Body for the email. You can also use the “Cc” and “Bcc” fields while configuring the “Send email”.

Output: Finally we got the email from the “Schedule cloud flow”, using the email addresses from excel worksheet.

How to send someone an email

Yes, it’s awkward, but you should still do it.

It can feel really awkward to reach out to someone you haven’t spoken to in 10 years. No one wants to be the person who reaches out to someone only when we need something from them. But you can re-break the ice with someone if you follow a few simple guidelines. Send them an email with a clear subject line, like “Reconnecting.” Acknowledge that you haven’t been in touch. Be friendly, and let them know why you’re reestablishing contact now. Ask them for the favor, but give them an easy out and make sure you offer to reciprocate. Then, regardless of whether they help you, stay in touch. That way, it won’t be awkward the next time you want to say hello.

Yes, it’s awkward, but you should still do it.

At some point in our careers, we find ourselves in need of help from others — whether it’s to make a direct connection to a hiring manager, to gather information on a prospective client company, or to get help in learning about a new industry quickly. However, over the years, we often lose touch with people in our network as work, family, and other demands fill our limited time. As if reaching out to ask for help wasn’t hard enough, what do you do when the person whose help you need is someone you haven’t spoken to in over a decade?

As an executive coach, I have seen clients in this situation many times. Building and nurturing our personal and professional networks is essential for career success, with research showing that robust networks lead to better opportunities, faster advancement, and greater status, among other benefits. When it would help you to ask for help from someone you’ve lost touch with, you don’t need to feel awkward. Just keep a few things in mind:

Shift your perspective. The last thing any of us want is to be seen as the person who reaches out to someone only when we need something from them. No one wants to be that person. This concern, alone, can prevent us from getting back in touch. Changing the way you view your outreach to this person can make the initial contact feel a little less uncomfortable. I have often reminded clients, “Guess what? They also haven’t contacted you over the last 10-plus years. They might be really glad to hear from you.” Taking the perspective of shared responsibility for the lapse in contact, or looking at your outreach as a positive event and a good reason to reestablish a relationship with your contact can be helpful in overcoming the mental hurdle to your initial outreach.

Acknowledge the absence of contact. Calling out the elephant in the room can also ease the awkwardness. If the context of your relationship was less formal, say a college or graduate school classmate, you might use a bit of humor and say something like “Blast from the past” in the subject line. If your relationship was more formal in nature, perhaps a former boss or client, you might say something like “Reconnecting” in the subject line. In my own experience sending these types of email, and that of my clients, when there is name recognition by the person receiving the email, the response rate has been over 90% with one of these subject lines. Early in the body of your email, you can acknowledge it’s been a while since you’ve been in touch and briefly update them on what you’ve been doing professionally. This will also help provide useful context for your request.

Pay attention to tone. Making requests that sound either desperate or demanding can result not only in your request being denied or ignored, but it can also taint the other person’s view of you. You want your tone to appear confident in that you believe that this request is something that the other person is able to say yes to. At the same time, you also want to make it somewhat tentative by recognizing that they are likely very busy. You can also offer to make it easier for them by saying something like, “Please let me know how I can make it easier for you to fulfill this request.” They may ask you to draft an email that can easily be forwarded or to send additional information.

Give them an out. In recognizing that you are aware that they may be short on time to fulfill your request, giving the other person an out will also help both you and your contact to save face in the event that they cannot help you. You might say something like, “I’m sure you are very busy, so if this is not a good time for you (or if you don’t feel like you know this person well enough to make an introduction), I completely understand.”

Offer to reciprocate. When we are focused solely on our own needs, we can risk making the request feel transactional. By viewing your request in the context of a larger, reciprocal relationship and asking how you can be helpful to the other person, you help to build the relationship. By saying something like, “Please let me know how I can be helpful to you, either now or in the future,” you open the door for them to reach out for help when they need it. Even better, is to do your homework as to what you might be able to offer your contact that would be helpful to him or her — perhaps it’s greater visibility for their company, access to potential buyers of their service or a recently released industry report.

Show appreciation. Regardless of whether your contact is able to help you, letting him or her know in a short note that you appreciate their reply and are glad to be back in touch can leave both parties feeling good about the interaction. If they are able to help you with your request, sending a follow-up thank you note and even a small gift like a bottle of wine or gift card for their favorite coffee shop can be a nice touch. I once reached out to a former colleague to ask for an introduction to the head of talent management at a large company, where I then had the opportunity to propose a sizable engagement. My contact had a stressful job, so I gave her a gift certificate to a day spa, even before I knew the outcome of my proposal, letting her know how much I appreciated the opportunity that her introduction created, no matter the outcome.

Stay in contact. Now that you’ve reconnected with this person after all of these years, this is your opportunity to stay in touch. This may be something small like including this person on your holiday card list or connecting on LinkedIn (or other appropriate social media), or inviting them to have coffee or lunch when you are in their neighborhood or city.

Reaching out to those that we’ve lost touch with doesn’t have to be a huge hurdle to asking for help when we need it. By keeping the above guidelines in mind, you can gracefully bridge these gaps in a relationship to reengage your network and build mutually beneficial relationships.

An email action can be used to send an email to ANYONE after your form is submitted by a user. Simply use a different “To” email address to send to an admin, a user, or anyone else who needs a copy of the form submission. You can add as many email actions as you like to your form.

If you have any issues with your form sending emails, please check this troubleshooting guide.

Create your Email Action

Click “Emails and Actions” to open your actions settings.

How to send someone an email

Either select from a pre-built email action on your form, or click the blue circle/+ button to create a new action.

How to send someone an email

If creating a new email action, simply select Email from the window that slides out.

How to send someone an email

Configure your Email Action


The name that will appears in your actions list

How to send someone an email

How to send someone an email

The email address this action will send to. You can type an email address manually, or use the “merge tag” icon to add a field from the form (such as the users email) to send the message to. Additional email addresses can be added with a comma separator.

Using your own email address (common for ‘admin’ emails)

Simply type the email address you want to receive the message from this email action.

How to send someone an email

Using an email address from the form (common for ‘user’ emails)

Simply click the “merge tags” icon in the field, and then choose the email field in your form that asks for the user’s email address.

How to send someone an email

The merge tag you choose will “merge” whatever data the user submits in that field into your email action when the form is submitted.


Default if blank: WordPress admin email in Dashboard > General > Settings

If your recipient clicks “reply” from this email message, most email clients will automatically send the reply to the email address specified here instead of the “FROM ADDRESS.” Some, such as Gmail, do not honor the “reply to” in all cases.


Create the body of your email. If you do not place content here, a blank email message will arrive to the recipient.

Adding all fields to the email message

To add all fields into the email message, regardless of wether or not the user has entered information into that field: click the merge tag icon, click the Forms tab on the left, and select All Fields Table

How to send someone an email

Adding only fields that contain data to the email message

If instead of every field on the form, you only want fields to appear that the user has completed an entry for: click the merge tag icon, click the Forms tab on the left, and select Fields Table

How to send someone an email

Adding single fields of data to the email message

How to send someone an email

HTML formatting in the Email

Click the “carrots” icon to change the rich text editor into an HTML editor.

How to send someone an email


How to send someone an email

Toggle this option (green is on) to attach a CSV file of the form submission to the email. May cause the email to fail if file permissions on your server are not set up properly.


These settings are disabled by default. Please be aware that adjusting these settings will significantly increase the chances that your email will not send properly. More information on why can be found here.

If you wish to adjust these settings, you will need to enable Developer Mode.

FROM NAME (default if blank: WordPress admin name in Dashboard -> General -> Settings)

Ninja Forms will send this email as if it came from the name in this field. Merge tags may be used here.

FROM ADDRESS (default if blank: WordPress admin email in Dashboard -> General -> Settings)

Ninja Forms will send this email as if it came from the email address in this field. MANY HOSTS WILL NOT ALLOW ANYTHING OTHER THAN YOUR DOMAIN ADMINISTRATIVE EMAIL HERE. Using any other email address here greatly increases the chances that your email will appear in someone’s spam folder, if your host even allows it to send at all. Merge tags may be used here.

FORMAT (default: HTML)

Toggles message body between HTML and Plain Text. Generally, you will never use “Plain Text” unless you have a very specific need to. All modern email clients use and prefer HTML messages.

Send this message to secondary recipients. Merge tags may be used here. Additional email addresses can be added with a comma separator.

Send this message to secondary recipients, but hide the users email address from anyone else receiving this message. Merge tags may be used here. Additional email addresses can be added with a comma separator.

Add Attachment

You can attach a file to your Email action, you can click on the media library button in the Add Attachment field.

Back when I started this site (many beers ago), I highlighted a tip that allows you to send text messages from email for free. At the time, this was a money saver, with how people used their phones – texting wasn’t cheap and you could send an email from a desktop and save the mobile text message fee with your wireless carrier.

It was a nice little money saving tip at the time, but the way people use their phones today is now completely different, so it’s not quite as relevant. People may be sending text messages via email, but they are doing it from their mobile phones, if at all. And text messages today are cheap. Many of the cheapest data plans come with unlimited text messages built in to the plan.

However, data is not cheap (check out my article on how to cut data usage on iPhone & Android). And with free text messaging, one might find it beneficial to do the reverse today – send text messages to email.

Learning how to send text messages to email can come in handy in a number of scenarios:

  • you want to save money on data by not accessing your web browser
  • you want to send yourself a notification or reminder
  • you know someone’s email but do not know their phone number
  • the recipient does not have a mobile phone but does have email
  • the recipient checks their email much more frequently than text messages
  • the recipient wants you to send an email and not a text
  • the recipient will need to send a detailed response from a desktop vs a text from a phone
  • it’s not an urgent message

How to Send a Text Message to Email

If you have a phone with SMS (Short Message Service) or MMS (Multimedia Messaging Service), then you can send a text to email. SMS is basic simple text messaging and MMS is the next level up (can include photos, video, or audio).

Here are the steps on how to text to email:

  1. Turn on your text message application
  2. Enter the recipients email address instead of their phone number
  3. Compose your text
  4. Send

It’s really that simple. Your carrier will convert the text message to an email.

Much simpler than sending a text from email, which requires a carrier specific domain at the end of the number (instructions on how to do that are linked to in the article mentioned at the top of this article).

share this:

If you’ve been doing business online at any point in the last 20 years, then you know the value and importance of an email list. To review, though… it’s the most safe, reliable and secure way for a business owner online to contact and engage with their followers/customers/subscribers.

How to send someone an email

Social media apps are way too risky and challenging when you consider all of the changes to all the different algorithms.

One day you might reach 100,000 customers and the next day you might reach 100 — if you’re lucky.

Now, that’s not to say that email marketing is a walk in the park, but at least you own those contacts and the right to email them at any time.

They’re not going away.

However, whether people open your emails, engage and read them all the way till the end… is a whole other conversation.

How to send someone an email

How To Engage Customers Though Email

Some preamble: Over the last few years, social media has been trending much less:

  • professional
  • polished
  • perfected
  • refined
  • filtered

And — it is trending much more:

  • raw
  • authentic
  • in the moment
  • quick

All of which leads me to my main point:

Keep your emails super short, pithy and concise! (all those words are a variation on the same thing, but I had to drill home the point!)

In fact, my son, Brock, recently sent out an email (to his list) that was literally one sentence long and that one sentence was a question,

What kind of emails do you prefer? Long ones, with detail and explanations, or short ones, quick and to the point?

And over 85% of respondents said that they prefer short, quick, to the point emails.

Think about that!

This particular feedback is, I’m sure, super relatable for your email subscribers, as well.

How to send someone an email

Meaning, you don’t have to spend so much time writing long emails.

And we’ve all been there, right?

Hours and hours writing and editing these multi-paragraph emails! The worst.

But when psychology and studies tell us that most people don’t read past the first few sentences of an email, anyway… what’s the point?

The algorithm.

Believe it or not, there’s a little bit of an algorithm going on in email marketing.

So, if you’re able to get your customers/clients to not just open your email, but to click on the links, read all the way through and respond…

The algorithm (within the email provider) is going to learn that and reward you for it.

How exactly will you be rewarded? For THAT and much more related to this topic, check out this episode of Build Your Tribe:

And don’t forget to subscribe to BYT for weekly shows aimed at your social media, business and entrepreneurial growth!

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Rob Woodgate is a writer and IT consultant with nearly 20 years of experience across the private and public sectors. He’s also worked as a trainer, technical support person, delivery manager, system administrator, and in other roles that involve getting people and technology to work together. Read more.

How to send someone an email

There are many reasons you might want your email to arrive at a particular time, like wanting your mail at the top of someone’s inbox when they start work. You can do this in Outlook by scheduling your messages.

Before we go any further, we need to add a couple of caveats. First, sending an email at a particular time does not guarantee that it will arrive in your recipient’s inbox at that time. There are many steps between you sending an email and the email appearing in someone’s inbox. While you can generally assume that a message sent at 8:30 am will be in someone else’s inbox within a minute or two, don’t rely on it for critical delivery. The second caveat is that this only works for the desktop Outlook client, not the Outlook web app.

How to Schedule a Message in Outlook

With that out of the way, let’s schedule a message in Outlook. The good news is that you don’t need a 3rd party add-in to do this; it’s baked right into the Outlook client. Create your new mail as normal, then in the ribbon click Options > Delay Delivery.

How to send someone an emailDelay Delivery button” width=”468″ height=”131″ src=”” onload=”pagespeed.lazyLoadImages.loadIfVisibleAndMaybeBeacon(this);” onerror=”this.onerror=null;pagespeed.lazyLoadImages.loadIfVisibleAndMaybeBeacon(this);”/>

This opens the Properties windows. We’re looking for the “Do not deliver before” option.

How to send someone an email

Set the date and time you want your mail to be sent, and click the Close button. And that’s all there is to it. Send your message, and it will sit in your Outbox until the date and time you chose. Outlook will then send the message.

An important thing to remember: Outlook can only send emails when it’s open. If the date and time you’ve chosen rolls around and Outlook is closed, Outlook won’t send the message until the next time you open Outlook. But if you work in Outlook all day and you want to schedule a message within working hours, this isn’t a problem.

There are times when you want to send out an email to multiple recipients to keep them in the loop about a certain project or event without needing a direct response from them.

That’s when you would want to CC them instead of writing an email to them. CCing someone on an email allows you to copy that person while indicating that they’re not the primary recipient.

You can easily CC people in Gmail. Here’s how.

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How to CC in Gmail on a computer

1. Go to in a browser on your Mac or PC and log into your account.

2. Hit “Compose” to begin a new email, or click on the email thread that you want to reply to and select “Reply” to write a response.

3. If you’re typing a new message, the “CC” option will appear to the right of the “To” field. Click “CC” to open up the CC field, and type in the recipient’s email address.

4. If you’re replying to an email thread, click on the email address in the “To” field. The option to CC will appear. Select “CC” to open begin typing in the email address.

How to CC in Gmail on a mobile device

1. Open up the Gmail app on your iPhone or Android device and log into your account.

2. Select the “+” sign at the bottom right corner to begin composing a new email.

3. Tap the down arrow to the right of the “To” field. This will open up the CC and BCC fields. You can now begin typing in the email addresses.

4. If you’re replying to a message and want to CC someone, tap on the email thread and tap “Reply.” Then, tap on the recipient’s email address. A down arrow will appear next to their name. Select the arrow, and this will open up the CC and BCC fields.

Trying to figure out how to transfer large files online? Gmail and Yahoo have a 25MB limit, but don’t worry; there are other ways to send your work without hitting an error message.

How to send someone an email

How to send someone an email

Have you ever tried to email a file to someone, only for your mail service to tell you that it’s too big? It’s a frustrating but common problem. Most email services and software restrict the size of file attachments. For example, Gmail and Yahoo limit the size of attached files to 25MB, so that 100MB video isn’t going through. But email is not your only choice; many standalone file-transfer services can take on the job. Here are several ways to send large files over the internet.

Store Files Online

One easy solution is to upload the file to a cloud storage service for the other person to then access and download from their device. Free tiers from Box (10GB), Dropbox (2GB), Google Drive (15GB), iCloud (5GB), and OneDrive (5GB) offer storage space that may solve your issue. However, these services also have upload limits, so you may have to upgrade to a paid plan depending on your needs.


Gmail limits attached files to 25MB; anything over that is automatically placed inside Google Drive. You can go through the process by starting a new email in Gmail and then attaching the file you want to send. If it’s too large, Google will generate a link to it in Google Drive.

After you try to send your email, you’re asked to provide your recipient access to the file. By default, the file is available just for viewing. You can opt to allow the person to review or edit the file, but they would need a Google account to perform either action.

Once you set the permissions, send the email to its recipient. The person then clicks the link in the email to view the file in Google Drive. Google may limit you to 15GB for the free tier of Google Drive, but any paid plan will allow you to upload up to 750GB a day (though files larger than this will still go through), with an overall file limit of 5TB.

Yahoo Mail

Yahoo Mail (Opens in a new window) can perform the same trick, but it’s a less user-friendly option. If you try to send a large file through Yahoo, an alert prompts you to save the file to either Google Drive or Dropbox. Choose your preferred service and then manually upload the file to it.

Return to your email, click File Attachment, and select Share Files From Google Drive or Share Files From Dropbox. Choose the file, and it shows up as an email attachment. Once your email is sent, your recipient can click the file attachment to view it in Google Drive or Dropbox.


Outlook allows you to attach a file up to 33MB in size. If you try to send something larger, the program prompts you to upload and share the file via OneDrive. Select that option and then compose and send your message. The recipient can then open and view the file from your OneDrive space.

Use a File-Transfer Site

Instead of relying on email, you can turn to a third-party file transfer website. Upload the file you wish to send and enter your name and email address along with the name and address of your recipient. The site houses the file online and sends your recipient a download link. How large can the file be? That depends on the service, and what you’re willing to pay.


The DropSend (Opens in a new window) file-transfer site allows you to compose an email to your recipient and attach the file you want to send. Your recipient receives an email with a link to the file for viewing or downloading. DropSend offers three personal plans, all requiring a paid subscription.

For $5 a month, the Basic plan gives you 10GB of online storage with up to 25 sends a month. For $9 a month, the Standard plan offers 25GB of storage with as many as 50 sends a month with other bonus features. The $19-a-month Professional plan gives you 25GB of storage with an unlimited number of sends each month and a host of advanced features.


With MyAirBridge (Opens in a new window) , you can upload a file and email a link to a specific recipient or just upload the file and generate a link to share with anyone. You can send a file as large as 20GB for free. A basic $2.99-per-month plan covers files up to 50GB, the $10.99-per-month Pro plan handles files as hefty as 70GB, and the $65.99-per-month Enterprise plan allows files as beefy as 100GB.


Filemail (Opens in a new window) is a quick and simple website. Fill out an email form with your address and its destination, compose your message, attach your file, and send your message. Your recipient then receives a link to the file for downloading or viewing it online.

The free option allows files as large as 5GB, the $10-per-month Filemail Pro plan supports sizes as large as 25GB, and the $15-per-month Business plan handles unlimited file sizes.

How to send someone an email

Key Considerations:

  1. Human contact still matters: Even if you’re using proper email etiquette, don’t communicate electronically at the expense of personal interaction. There’s a reason people often need to discuss things face-to-face, and there are times when no substitute will do – whether you’re breaking up with your boyfriend or asking your boss for a raise.
  2. Watch what you say, and how you say it: Whereas the computer brings people together, its impersonal nature can lead to remarks that people wouldn’t think of saying in person. Do whatever it takes to stay courteous, even if that means taping a note to your computer reminding you to be decent and polite.
  3. Be careful when clicking “Send”: Whatever you say in cyberspace cannot be taken back. You have no control over where your message goes once you’ve hit “Send”; it can be saved and forwarded by any recipient who chooses to do so. Consequently, words have come back to hurt people, destroy friendships, and ruin careers.

How to Address Multiple People In an Email

Whenever addressing one, two, or three people, state each person’s name in the salutation, e.g.:

  • Dear, Tom, Mia, and Jim.
  • Good afternoon Jose and Camila

When addressing a larger group, you can use a common salutation: Dear Team. In the case of an email reply, use a salutation in the first reply. After the first reply, it is no longer necessary to keep using a salutation. Think of the email chain as being in a conversation: You don’t need to keep saying the person’s name every time you reply.

Do you have that professional email mostly written, but you’re not quite sure how to wrap it up? Or do you feel like you’re defaulting to the same email closings every time and want some alternatives? Sure, if you’re emailing someone you talk to everyday, it’s not necessarily the end of the world to skip the sign-off and end with just your name. But when you want to make sure an email makes a good impression, taking an extra beat to consider how you’re ending your note could help it land the way you want it to.

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When you’re sending a professional email—for work or school, in your job search, or in a personal situation where you’re dealing with a business—the ending of your message “can leave a lingering favorable impression [and] give a satisfying sense of completion,” says Muse career coach Barb Girson.

Read on to see how to end your emails the right way—plus a list of professional closings for any situation.

The amount and type of information you add to your email endings will depend on the situation. But generally the less you know the person you’re emailing, the more info is required.

Here are the most common elements of a professional email ending:

  • Closing line: Jumping from the main subject of your email directly to your sign-off might be jarring, especially for longer messages. You can ease the transition with a closing line that expresses gratitude or well wishes. Even if someone is quickly scanning an email, they often read the last line, Girson says, so you can also use this space to include a call to action or to reiterate to the recipient what you need from them.
  • Closing (or sign-off): This is the word or phrase that goes right above your name. Think “Sincerely,” “Best,” “Thanks,” or something like “Have a great weekend!” Unless you’re more than a few emails into an email thread (especially over a short period of time) or you’re very close with the recipient, you need a professional closing for your email. See below for a list of options.
  • Name: If this is the first email you’re sending someone, you should generally go with your full name (first and last or whatever you commonly go by) or your first name followed by a default email signature that has your full name in it. For conversations with people you already know, your first name is usually enough.
  • Pronouns: This is at your discretion and dependent on your comfort level—especially if you identify as LGBTQ. But for allies: Keep in mind that when you share your pronouns, you help create a safe environment and normalize the act in general so that trans and nonbinary people don’t feel conspicuous as the only ones doing it.
  • Title and company: You might include one or both of these as part of your email ending, depending on who you’re contacting and why. If you’re emailing someone outside of the organization you work for, including both tells the recipient what you do and where you work. If you’re emailing a coworker (particularly from a company email address), the company you work for is a given and you can leave it off, but if you haven’t interacted with the person before, your position might be helpful to include. During your job search, you should generally leave your current workplace out. You’re not writing the email as part of your current company’s business (plus you’re trying to leave, so it could confuse the reader).
  • Contact info: The person you’re emailing already has your email address (though you could include it in a default email signature), but you might want to consider adding other methods of reaching you such as a work or cell phone number. But only list ways you actually want to be contacted.
  • More context about who you are/the work you do: If you’re making a first introduction or creating your default email signature, you can also use your email signature to give your email recipient more context about what you’ve done in the form of links to your LinkedIn profile, personal website or portfolio, and/or your social media accounts (if they’re professional and relevant!).

If you’re creating a default email signature, consider adding everything on this list from “name” down (you should tailor the closing line and sign-off for each note). Note that “Sent from my iPhone” is not part of a professional email ending and is appropriate only when it makes sense for the other person to know that you sent an email on the go. Otherwise, delete this before you hit send, and definitely keep it out of any email cover letters.

How might this look all together?

Sending a Cover Letter:

Thank you for taking the time to review my application, and I hope to hear from you soon!

Responding to an Interview Request:

I look forward to speaking with you on Thursday.

You can send PDF files directly from Acrobat or Acrobat Reader using a webmail account like Gmail or Yahoo. To do so, you have to add a webmail account in Acrobat and allow access to the account while signing in from Acrobat for the first time.

Open the PDF in Acrobat or Acrobat Reader, and click the Send File By Email icon ( ) in the top-right corner of the toolbar.

How to send someone an email

In the Send by Email dialog box, do one of the following:

Choose your default email application – Microsoft Outlook (Windows), or Mail (macOS), and then click Next.

How to send someone an email

The Attach a Link switch is turned on by default; a shared view-only link to the PDF will be added in the email body. If you want to attach the PDF instead of the link, click the switch to turn it off.

Your default email client opens the email draft. Enter the recipient’s email address and send.

Select Webmail in the drop-down list and then select Add Gmail.

How to send someone an email

In the Add New Gmail Account dialog box, enter your email address and click OK. Enter the password when prompted in the browser window.

How to send someone an email

Acrobat requests your permission to access your Gmail contacts, and manage drafts and send emails. Click Allow in both the permission dialog boxes, and then click Allow in the confirmation dialog.

How to send someone an email

How to send someone an email

How to send someone an email

The browser prompts you to go back to Acrobat to complete the send mail workflow. Click Open Adobe Acrobat.

How to send someone an email

A draft email is displayed in a new browser window. Enter the recipient’s email addresses and send.

Select Webmail, and then select Add Other email address you use.

How to send someone an email

Enter the email address, password, IMAP, SMTP settings in the Add Webmail Account dialog and click Add.

How to send someone an email

After the webmail is configured, click Next. In your webmail draft, enter the recipient’s emal address and send.

You can add, delete, or set your desired email account as default in Acrobat.

Go to Edit > Preferences (Windows), or Acrobat > Preferences (macOS).

Choose Email Accounts in the left pane of the Preferences window. Do any of the following tasks:

  • Set default email account: Choose an email account, and click Make Default.
  • Delete an email account: Choose an email account, and click Delete.
  • Add account: Click Add Account and enter the required information when prompted.

How to send someone an email

You’ve worked to make your email clear, and you’ve carefully edited to streamline your writing. The body of your email might well be perfect, but it can all go awry if you use the wrong sign-off. It’s just a word or a short phrase, followed by your signature, and yet finding the right tone to close your email often requires a surprising amount of thought and finesse.

When you’re struggling with how to end an email, it’s best to consider the context. What works for a friend or close colleague won’t work in a strictly professional correspondence with a distant acquaintance or someone you’ve never met before. Here’s a rundown of some of the most common email settings and the tried-and-true sign-offs that work best for each.

Nine Email Sign-offs that Never Fail

Email Closings for Formal Business

Yes, it’s a bit stodgy, but it works in professional emails precisely because there’s nothing unexpected or remarkable about it.

2. Sincerely

Are you writing a cover letter? Sincerely conveys the right tone for formal correspondence. Keep in mind that it’s likely to come off as stuffy in more casual business emails.

3. Best wishes

A good blend of friendliness and formality makes this sign-off a safe bet, but be aware of its greeting-card vibe and use it only when it fits well with the tone of your email.

How to send someone an email

Email Closings for Friendly Business

A recent study by the email app Boomerang rated cheers as the most likely sign-off (that isn’t a thank-you) to get an email response. It works well if your email is friendly and conversational but, unless you’re actually British or Australian, it may come off as affected in more formal settings. Cheers, mate!

Best conveys best wishes in a cheerful, pithy way. If you get a lot of email, you know that nearly everyone uses this sign-off. That familiarity makes it seamless in the same way that regards is seamless in more formal emails. The downside is that it can be safe and dull, especially if you want your message to be dynamic and attention-getting.

This is a fine choice for people you’ve built an ongoing working relationship with. It reassures your contact that things are as good between you as they’ve ever been.

Email Closings for Gratitude and Requests

7. Thanks in advance

According to the Boomerang study, emails that include thanks in advance have the highest response rate. Maybe it’s because this sign-off expresses gratitude but also sets an expectation—you’re saying that you’ll be grateful when (not if) the person you’re emailing comes through. In more formal circumstances, thanking someone in advance may come across as too demanding, so take care where you use it.

A simple thanks is also a solid choice when you want to express gratitude. But, just like thanks in advance, it can convey a tone of expectancy. Save it for when you actually mean to imply, “I expect you to do this.”

9. I appreciate your [help, input, feedback, etc.]

There’s never really a wrong time to express appreciation when someone has helped you out.

Nine Email Sign-offs to Avoid

I have a friend who once accidentally signed an office email to his entire department with love. He never lived it down. Save this one for family, close friends, and your significant other. The same applies to hugs or XOXO.

2. Thx or Rgrds

You’re not thirteen, and this isn’t a conversation happening in a messaging app. Use your words.

3. Take care

On the surface, take care sounds pleasant, but on closer examination, it seems to imply that the recipient should be wary of potential dangers. Use this only if bears are known to lurk by the Dumpster outside the recipient’s office. (We’re only half kidding!)

4. Looking forward to hearing from you

This one also sounds nice at first, but it’s ultimately passive-aggressive. Your recipient is likely to hear an implied “You’d better write back.”

5. Yours truly

Do you really, truly belong to the recipient? Nope. This sounds insincere and hokey . . . unless you’re writing a letter home to your parents from summer camp.

6. Respectfully / Respectfully yours

This one’s okay if you’re sending a formal missive to the POTUS, but it’s too formal for anything else. In fact, according to Business Insider, respectfully yours is the standard close for addressing government officials and clergy.

7. [Nothing at all]

We live in a world where people frequently email from mobile devices, so excluding a signature certainly isn’t a no-no as an email chain progresses, particularly if your recipient also drops the more formal sign-off. But not signing an initial email or using only the formal signature you’ve created to append to your outgoing emails comes off as impersonal. (Bloomberg disagrees, stating that email has become more like instant messaging than true correspondence these days, but we’re sticking to our convictions.)

8. -[Name] or -[Initial]

While this sort of sign-off may work for very brief, informal emails, it’s too cold and detached for most, particularly when you’re connecting with the recipient for the first time.

9. Have a blessed day

It’s best to keep anything with religious overtones out of your professional correspondence, although this one’s fine if you’re emailing an acquaintance about what you’re bringing to the church potluck.

Bonus Bad Sign-off

Although this sign-off tends to happen more by default when the sender forgets to add an actual signature, we thought it was worth mentioning the ubiquitous . . .

Sent from my iPhone

This may be the most common sign-off of them all. It has merits, of course. It explains away brevity and typos—who’s at their best when typing on a phone? But it also conveys that you don’t care enough to do away with the default email signature that came stock with your device’s email app.

Some people get creative with this signature. A few fun (if not necessarily business appropriate) examples found round the Internet include:

  • My parents wouldn’t buy me an iPhone so I have to manually type “Sent from my iPhone” to look cool
  • Sent telepathically
  • Sent from my laptop, so I have no excuse for typos
  • Sent from my smartphone so please forgive any dumb mistakes
  • I am responsible for the concept of this message. Unfortunately, autocorrect is responsible for the content
  • Sent from my mobile. Fingers big. Keyboard small.
  • iPhone. iTypos. iApologize.
  • My phone can’t spell for carp

And, for the Stephen King fans among our readers:

  • Sent from Jack’s typewriter, Rm 237. No autocorrect. REᗡЯUM

What’s your favorite email sign-off? Do you have a quirky or effective signature you’d like to share? Let us know in the comments.

Think of it as an online suggestion box where you can suggest, criticize, or just let someone know your true feelings.



Anything you send will be kept confidential. was created so you can give the anonymous feedback you want without fear of retaliation or harassment. The cool part is you can create a ONE-WAY anonymous email message or you can have an anonymous email conversation where the other person will never know who you are. Just fill out the form below. The person will NEVER find out who sent the email message unless you want them to. learn more

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As the admin, you may have company requirements to allow some users access to another user’s mailbox. For example, you may want to enable an assistant to send or read email from their manager’s mailbox, or one of your user’s the ability to send email on behalf of another user. This topic shows you how to accomplish this.

If you’re looking for information about creating and managing shared mailboxes, check out Create a shared mailbox.

If you need help with the steps in this topic, consider working with a Microsoft small business specialist. With Business Assist, you and your employees get around-the-clock access to small business specialists as you grow your business, from onboarding to everyday use.

Looking to set up mailbox permissions?

Mailbox permissions allow you to give read/write access to a mailbox to another user. The articles below might give you the help you need to set up and use this feature:

Setting up the permissions:

The first step to setting up permissions is deciding which actions you want to allow the other user to take in the given mailbox. You can allow a user to read emails from the mailbox, send emails on behalf of another user, and send emails as if they were sent from that mailbox. Refer to the following articles on how to set up each type of permissions:

Changing propagation:

Once you’ve set up the permissions, it can take up to 60 minutes for the changes to propagate through the system and be in effect.

How to use it once permissions are set up:

There are a few different ways you can access a mailbox once you’ve been given access. For help on this, refer to this article: Access another person’s mailbox.

The permissions can be set up only within the current organization tenant. It is not possible to set up mailbox permissions with out of tenant users.

Send email from another user’s mailbox

In the admin center, go to the Users > Active users page.

Select the name of the user (from whom you plan to give a sending permission) to open their properties pane.

On the Mail tab, select Manage mailbox permissions.

Next to Send as, select Edit.

Select Add permissions, then choose the name of the person who you want this user to be able to send as.

Select Add.

In the admin center, go to the Users > Active users page.

Select the user you want, expand Mail Settings, and then Select Edit next to Mailbox permissions.

Next to Send as, select Edit.

Select Add permissions, then choose the name of the person who you want this user to be able to send as.

Select Add.

Read email in another user’s mailbox

In the admin center, go to the Users > Active users page.

Select the name of the user (whose mailbox you want to allow to be read) to open their properties pane.

On the Mail tab, select Manage mailbox permissions.

Next to Read and manage, select Edit.

Select Add permissions, then choose the name of the user or users that you want to allow to read email from this mailbox.

Select Add.

Read and Manage permissions are called Full Access permission when granted in the Exchange admin center. This permission allows the assigned user mailbox to read as well as manage emails in the user mailbox on which the permission is assigned. Full Access permission does not grant Send as or Send on behalf permissions.

In the admin center, go to the Users > Active users page.

Select the user you want, expand Mail Settings, and then select Edit next to Mailbox permissions.

Next to Read and manage, select Edit.

Select Add permissions, then choose the name of the user or users that you want to allow to read email from this mailbox.

Select Add.

Send email on behalf of another user

In the admin center, go to the Users > Active users page.

Select the name of the user (from whom you plan to give a Send on behalf permission) to open their properties pane.

On the Mail tab, select Manage mailbox permissions.

Next to Send on behalf, select Edit.

Select Add permissions, then choose the name of the user or users that you want to allow to send email on behalf of this mailbox.

Select Add.

In the admin center, go to the Users > Active users page.

Select the user you want, expand Mail Settings, and then select Edit next to Mailbox permissions.

Next to Send on behalf, select Edit.

Select Add permissions, then choose the name of the user or users that you want to allow to send email on behalf of this mailbox.

Select Add.

The Send As and Send on Behalf permissions do not work in Outlook Desktop client with the HiddenFromAddressListsEnabled parameter on the mailbox set to True, since they require the mailbox to be visible in Outlook via the Global Address List.

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Try it out: Receive a Test Fax

How To Fax with eFax in 3 Steps

As the world’s #1 online fax service, eFax allows you to send and receive faxes directly via email, a secure online portal, or mobile device.

Easily sign, edit, and organize your faxes digitally with the assurance your documents will get to the right places. With eFax, you avoid all the paper and maintenance costs that come with traditional fax machines.

Enjoy the Many Ways to Send and Receive a Fax

How to Send a Fax by Email

With eFax, faxing is easy as sending an email in 3 easy steps.

Step 1. Compose a new email and address it to the recipient’s fax number followed by

How to send someone an email

Step 2. Cover Letters are optional. Enter the Subject Line and any Message into the body of the email. Attach up to 10 files and then click Send. eFax supports up to 170 files types, including DOCX, PNG, PDF, and many more.

How to send someone an email

Step 3. Your fax and cover letter will be delivered to your recipient’s fax machine. It’s that simple!

How to send someone an email

How to Send a Fax Online

Your eFax account lets you share large files, add digitized signatures to documents, and easily manage your sent and received faxes — all in one place.

Step 1. Go to Log in to your eFax MyAccount and select Send Faxes.

How to send someone an email

Step 2. Enter recipients’ addresses or add them from your contact list. Fill in the subject for your fax and use the Message field for your cover sheet. Attach up to 10 files and click Send Fax.

How to send someone an email

Step 3. Your recipient receives your document and cover letter exactly as they would a normal fax – it’s as easy as email!

How to send someone an email

How to Receive a Fax Online

Others will send a fax to your eFax account using your assigned number.

Step 1. Simply log in to your mobile app or eFax account portal where faxes sent to your assigned number will appear just like a regular inbox.

How to send someone an email

Step 2. For mobile app users, tap on Inbox. For web users, click on View Faxes.

How to send someone an email

Step 3. Tap on your received faxes in your inbox to open and view them.

How to send someone an email

All the Ways to Send and Receive Faxes with eFax

eFax makes it easy to send, receive, sign, and edit faxes. We offer a robust mobile app along with powerful online tools to make sending and receiving faxes as convenient as possible.

Mobile Fax App

Use any smart device to send faxes with the eFax Mobile App. View incoming faxes on the go, and never miss an important fax.

eFax Messenger

Easily access faxes with our free software. Send, receive, view, edit and sign faxes all in a convenient desktop app.

Fax by Email

Enjoy the flexibility of sending faxes using just your email address. Faxes can also be received and opened using any email service.

eFax MyAccount

Send faxes online by logging in to your eFax MyAccount portal. Received faxes can be tagged and organized for quick retrieval later.

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  • How To Fax from Outlook
  • How To Fax from Yahoo
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How many times have you waited days, weeks. maybe even months for someone to respond to an email?

At some point, you wonder if they even opened it. Maybe they missed it? Or perhaps they just put it right in the trash. Whatever the case, it’d at least be nice to know if they even opened your.

Popular email services like Gmail and Outlook will actually relay that info for you if you know the right buttons to push, but you have the right type of account. If not, a third party service may be needed to track your email read receipts.

If you’ve already sent that email, sorry folks, it’s too late.

Third Party Services

As we noted, some third party services will be needed in order to track your email status.

1. Yesware (opens in a new tab)

How to send someone an email

Yesware, for example, lets you sign up for free and works “in the background of the email client you already use,” meaning you won’t have to navigate any new systems or software.

Yesware will notify you when a recipient reads your email, sure, but it’ll also be able to notify you when a recipient clicks one of your links or opens one of your attached files.

For full services, you’ll have to sign up for one of the site’s paid plans. For personal use, you’d probably want the Yesware Pro plan (opens in a new tab) , which gives you unlimited email tracking, unlimited attachment tracking, and more for $15 a month.

2. Mailtrack (opens in a new tab)

How to send someone an email

Mailtrack works with Gmail to track the status of your emails. As referenced by Oberlo, “The app adds two check marks to your Gmail account. A single check mark implies the email was sent, while the double check mark indicates that it was opened.”

Mailtrack’s email status tracking is free to use, but you can also receive more detailed reporting if you want to pay for the pro version of the app (opens in a new tab) .

3. Mixmax (opens in a new tab)

How to send someone an email

Along with letting notifying you when a recipient opens your email, Mixmax also lets you know how many times it was opened. If you send a group email, the app will tell you when the email was opened and by which recipient, according to Oberlo.

Just as it is with Mailtrack, Mixmax’s basic email status tracking is free, with more detailed features being offered in the app’s paid plans.

How to see if someone opens your email in Gmail

First and foremost, to track Gmail read receipts, you need to be using either a work or school Gmail account in order to do the steps below. Using a regular Gmail account won’t allow you to see whether a recipient has opened your email or not.

1. Compose your email

2. At the bottom of the compose window, select the dotted “more” icon

How to send someone an email

3. Click “Request read receipt”

You should be notified when the recipient opens your email, though it’s important to note that they may have to approve the read receipt for you to be notified.

How to see if someone opens your email in Microsoft Outlook

1. At the top menu, select “Options”

2. In the sub-menu, select “Request a Read Receipt”

“Additionally, you can also get notifications when your message is successfully delivered by checking ‘Request a Delivery Receipt'” according to USA Today.

How to send someone an email

How to send someone an email

Hemera Technologies/ Images

How to send someone an email

How to Send a Facsimile

Many times, in either a personal or business situation, you’ll need to write a letter to someone and also send a copy of it to another person. This is a relatively simple procedure when using electronic communications such as email, because you are able to send an email to all recipients at one time with just one click of the Send button. In the case where you are sending a hard-copy letter to someone, it’s a bit more challenging to send a copy to an additional recipient, because the process is not automated like it is with sending multiple copies of email messages and a few extra steps and considerations are required.

Include the CC Annotation

How to send someone an email

Write the letter you want to send to the primary recipient and another person. Type “cc” and the name of the second person at the bottom of the letter below your name and signature. CCing someone in a letter is the conventional way of sending them a copy. The initials “cc” stand for “carbon copy” and are a holdover from the days when typists made copies of letters by using a sheet of carbon paper between two sheets of paper on a typewriter.

Make Two Copies

Make two copies of the original letter. Mail the original letter to the primary recipient. Make copies of the letter for every person who will added to the “cc” line. Save one copy of the letter for your personal files. Both the primary and secondary recipient will have the information you wrote in your letter and both will know that each received the letter.

Mail the Original Letter

Make one copy of the original letter you signed. You will use this copy of the letter to send to an additional recipient that you do not want the original recipient to be aware of. Mail the original letter to the primary recipient and the copy to the cc’ed recipient.

Use BCC for a Blind Copy

In carbon copy letter etiquette, you use the annotation “bcc” when you do not want the primary recipient to know that someone is receiving a copy of his letter. The initials “bcc” stand for “blind carbon copy.” Attach a compliments slip to a copy of the original letter with the bcc annotation. Mail this to the second recipient after making a copy for your personal file. He or she will receive the copy letter in secret.

If you are writing a letter of complaint to or about a business, it may be helpful to send a copy to your local Better Business Bureau. Your complaint may be taken more seriously.


Depending upon the situation, it could either be helpful or troublesome to use “cc” or “bcc.” Consider carefully whether you want both parties to be aware of the information in your letter and whether you want the primary recipient to be aware that the letter you sent to him is being shared with another party.

  • Lifewire: Sending an Email to Multiple Recipients With Cc And Bcc
  • Grammarist: Carbon Copy
  • If you are writing a letter of complaint to or about a business, it may be helpful to send a copy to your local Better Business Bureau. Your complaint may be taken more seriously.
  • Depending upon the situation, it could either be helpful or troublesome to use “cc” or “bcc.” Consider carefully whether you want both parties to be aware of the information in your letter and whether you want the primary recipient to be aware that the letter you sent to him is being shared with another party.

Susan Abe has been writing since 1986, producing reports for rehabilitation companies. She is a registered nurse with multiple certifications, working as a college baseball statistician and fitness coach. Abe holds an associate’s degree in nursing, a Bachelors of Arts in sociology from Roanoke College and is pursuing a Master of Science in statistics at Virginia Tech.

Table of Contents

Across multiple sectors, letter-writing is still common in professional settings. In the course of regular business, you might find that you need to write a formal letter to several recipients. Learning the correct way to create a letter addressing multiple people is imperative to developing a professional reputation. Read on to learn how to format a business letter to multiple people. We will provide step-by-step instructions, as well as helpful tips and samples on which you can model your professional correspondence.

Why would you need to address a letter to more than one recipient?

If you use letters as a critical form of professional communication, you need to understand how to address such a letter to multiple recipients. When you address a letter to several people, you can relate identical information to all of them at once. Here are some reasons that professionals across many disciplines and sectors would need to address a letter to more than one recipient:

  • Official correspondence between departments
  • Communication to clients and partners
  • Providing clients and customers with information on company changes
  • Drafting offer letters
  • Writing a letter of intent
  • Making on official requesting for funding
  • Providing notice of recognition
  • Formally thanking a group
  • Distributing memos to the office
  • Providing final notice on a contract
  • Issuing policy change Announcements

Addressing a letter to several recipients

Here are some helpful guidelines for addressing a letter to several people:

1. Choose a header format

When you begin to format your formal letter header, you should first determine if you need to issue the letter to several addresses or just one. If all of the letter’s recipients work for the same organization, your header only needs to include the organization’s address once. However, when addressing a letter to multiple recipients from multiple organizations, you must specify each organization’s address in the header. Let’s go through the different header formats for numerous recipients:

One address: For multiple individuals within a single organization, you should list each recipient’s name on its own. Below the listed names, append the organization’s address.

More than one address: For multiple individuals at different organizations, you might want to consider sending each recipient an individual copy of the letter with only their name and organization address in the head. In this circumstance, we also recommend that you provide a complete list of recipients in a “cc:” section. This addition will inform the reader of everyone who received the same letter.

Addressing large groups: If you find there are too many people to reasonably send each an individual copy of the letter – for example, a committee – you may choose to address a letter to the entire group.

The address header should appear on the letter’s top left corner. Moreover, you should confirm that each recipient has the correct designation and job title. Finally, be sure to place a comma between each recipient’s name.

Related: Here are some additional tips on better formatting headings.

2. Writing an appropriate salutation

Once you have confirmed that your header is appropriately formatted, you should draft an appropriate salutation. You need to be aware of your readers’ proper job titles and designations or job titles. These titles should always match the titles in your header. We recommend that you open your salutation with “Dear….” A formal greeting should end with a colon rather than a comma.

If you are addressing one person or a group, it is okay simply to include their name and their title or the group’s name. When saluting multiple people from a single organization, we suggest listing each recipient’s full name and job title and separating each with a comma. However, if your letter’s recipients come from different organizations, you need to include that information. To do so, you can append the organization in parentheses. Alternatively, you can have a “cc:” list in your salutation to provide the complete list of recipients and addresses.

Related: Read more about choosing the proper salutation and what it is. Whether it be daily correspondence, or special occasions.

3. Double-check accuracy

The accuracy of your address information is paramount. If there are errors, you risk addressing people inappropriately or not reaching them at all. Before you finalize your professional letter, you need to double-check each of the items below. The information must be accurate and the spelling correct:

  • Each Recipient’s Job title
  • Every Recipient’s Personal Designation
  • The Organization Name or Names
  • Each Organization Address
  • The Department receiving the letter

Sample Verbiage of Multiple-Recipient Letters

Read on for sample formats and verbiage for professional letters. These samples include properly constructed headers and salutations for multiple recipients.

Header and Salutation Example #1

This is how you would format a header and salutation when addressing your letter to multiple people within the same organization.

Mr. Vince Kenton, Ms. Yelena Lemrov, Mrs. Anna Rogers

Department of Labor and Industry

Pennsylvania State Capitol

1700 Labor and Industry Blvd

Harrisburg, PA 17120

Dear Mr. Vince Kenton, Ms. Yelena Lemrov, and Mrs. Anna Rogers:

Header and Salutation Example #2:

This is how you would format a header and salutation when you are addressing your letter to multiple individuals at different addresses:

Dr. William Wade

CC: Dr. Cathy Hendricks, Dr. Doug Portnoy

Cedars Sinai Medical Center

8700 Beverly Blvd

Los Angeles, CA 90048

Dear Dr. William Wade:

CC: Dr. Cathy Hendricks, Dr. Doug Portnoy:

Header and Salutation Example #3:

This is how you would format a header and salutation when you are addressing your letter to a large group at a single address:

Members of Board

Board of Trustees

Springfield, OH 45504

Dear Members of the Board:

Additional concerns with writing a letter to multiple people

Below, please find some more tips that will help you craft a well-structured, professional letter to several recipients:

Be appropriately formal

You should always consider the appropriate level of formality of your professional correspondence. It isn’t necessary to be highly formal when you address colleagues with whom you have a pre-existing relationship. Conversely, when corresponding with new acquaintances, professional supervisors, or institutional partners, you should always keep your verbiage formal and respectful.

Greet each recipient individually

If you are addressing a large group in your professional letter’s header, you might want to greet each member individually in the salutation. Of course, this option is only realistic when the group comprises eight members or fewer. Providing an individual salutation for each recipient can indicate personal attention within a large group. It might encourage the reader to feel more fully engaged with your correspondence.

Ensure your envelope and header match

The format of your envelope’s mailing label should always match the header on your letter. Look at the two address blocks side by side before sealing the correspondence to be sure they are identical.

Have you recently received a video or photo texted to you that looked like an old-school Atari pixelated mess? Most smartphone users have had that happen from time to time.

Your picture or video might look amazing when you take it. And it looks fantastic when you play it back on your device. But for some reason, when you send it, it turns into a grainy horror show.

Fortunately, there are ways to send videos and photos so that our friends and family members can enjoy the crystal-clear quality that our phone manufacturers intended.

In this article, we’re going to talk about how to fix blurry photos by exploring a number of image transmission options.

How to Fix Blurry Photos and Videos

First, this isn’t about megapixels. Your phone is not the problem.

The blurry image problem stems from your cellular network. When you send a text or video through your MMS (multimedia messaging service) app, your images and videos are likely to be greatly compressed. Different cell phone carriers have different standards as to what is allowed to be sent without being compressed.

Those amounts range from 0.3MB to 1.2MB. To make it worse, if you are sending a file to someone who has a different phone carrier, the limit is often at the lower end of that spectrum.

Why Is Picture Quality Worse When Receiving a Pic From an iPhone?

That’s a good question. Apple’s proprietary app, iMessage, does allow for sending and receiving larger files over the internet. If one iPhone user sends a video or picture to another iPhone user, they are likely to receive the message without major compression issues.

That’s because iMessage runs on your internet signal. You can send iMessages through Wi-Fi, LTE or 4G. Many other messaging apps run on this same premise of communicating via the internet as opposed to running on your cellular network. A few examples are Facebook Messenger, Google Hangouts and WhatsApp.

Because iPhone users most often send messages through iMessage, their photos and videos usually look great to other iPhone users. But if you are using a different platform, like Windows or Android, you are likely to get a degraded image.

Here Are 3 Steps for Sending High-Quality Videos and Texts

1. If You Have an iPhone, Keep iMessage Turned On

That will ensure that you are sending high-quality videos and photos to other iPhone users.

2. Sending a File to an Android Device? Use Email

If you are sending a file to someone who uses Android, consider sending the file via email instead of text. For instance, Gmail has a 25MB limit for attachments, and that’s much higher than the limit for most MMS services. If you send your photos or video through Gmail, your recipient is going to get a much better image than if you send via your MMS app.

If you have an Android phone, you’ll want to consider sending all of your photos and videos through an internet-based messaging service (like the ones noted above) as opposed to your stock MMS app. You could also send the images via email as noted above.

3. Use a Cloud-Based Service

Another option (which also deals with the issue of sending really large files) is using a cloud-based service like Dropbox or Google Drive. If you are a Gmail user, you’ll find it’s pretty easy to attach an image or video as a Google Drive file. After you upload the file, you can also text the link to your recipient.

Google Drive will give you 15GB of storage to use for free just for signing up. You can also have your pictures and videos automatically uploaded to Google Drive by enabling the Auto Backup feature on the app (you’ll need an internet signal for that to work).

It takes a bit more work to send a file through Dropbox, but hey, you’ll be getting the file there in its original and glorious state.

4. Download and Use the Send Anywhere App

And one more great option, for the sake of being thorough, is the app Send Anywhere. This app allows you to share photos, videos and contacts very easily and without degrading the quality. There are zero limitations on file type, size or amount — and it’s free!

One Final Option

Now that you know how to send images while preserving their quality, you may also be interested in fixing photos with a little magic.

You can manually fix blurry photos by using photo-editing software. You can sign up for a trial version of Photoshop, but there are some free options as well. Check these out:

  • Fotor is a highly-rated photo editor
  • Gimp is an open-source image editor
  • Paint is a free graphics editor which comes with Microsoft Windows
  • Photoshop Expressis like a free and stripped-down version of Photoshop
  • Pixlis a free program with more than two million effects

Do you have tips for sending crystal clear photos and videos? Let us know in the comments below!