Forwarding emails is a straightforward skill to master. Whether you're sharing updates with a colleague, sending important documents, or redirecting a message to the right person, knowing how to forward emails properly ensures your messages reach the right person without confusion. Our guide runs through how to forward emails on desktop and your phone, provides tips for effective forwarding, and answers common questions to keep your messages clear and professional.
Forwarding emails on desktop
Most desktop email clients (Gmail, Outlook, Yahoo, and others) make forwarding straightforward.
Step 1: Open your email inbox
Log in to your account and locate the email you want to forward.
Step 2: Select the email
Click on the email to open it fully. Take a moment to review the content and any attachments.
Step 3: Click "Forward"
The forward button is usually at the top or bottom of the email window. Clicking it opens a new message draft that includes the original email content.
Step 4: Enter the recipient's address
Type the email address of the person you want to send the message to. You can also add multiple recipients in the "CC" or "BCC" fields if needed. Using BCC is wise when forwarding to multiple people to protect their privacy.
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Step 5: Add context or notes
Include a brief note explaining why you're forwarding the email. This helps your recipient understand the purpose without having to read the entire thread right away.
Step 6: Review attachments and formatting
Make sure any attachments are still included and that the formatting hasn't been disrupted during the forwarding process.
Step 7: Send the email
Click "Send" to forward the message. Double-check that the recipient addresses are correct.
Tip: If your email platform allows it, you can also forward the email as an attachment. This keeps the original sender's information intact and ensures the formatting stays the same.
Forwarding emails on your phone
Forwarding emails from your phone or tablet is slightly different but just as simple.
Step 1: Open your email app
Most people use Gmail, Outlook, or Apple Mail on their phones. Open the app and navigate to the message you want to forward.
Step 2: Tap the "Forward" icon
This is usually an arrow pointing to the right or labeled "Forward." Tapping it opens a new draft with the original email included.
Step 3: Enter recipient information
Type the recipient's email address in the "To" field. If forwarding to multiple people, consider using CC or BCC.
Step 4: Add a message
Provide context so the recipient understands why they're receiving the forwarded email. For example, "FYI, see the attached report from yesterday's meeting."
Step 5: Verify attachments
Attachments often carry over automatically, but it's worth checking that any files are still attached.
Step 6: Send the email
Tap "Send" to forward your message. Forwarding on your phone may slightly change formatting, so preview the email if it contains tables, images, or long threads.
Tips for forwarding emails effectively
Provide context
Always include a short note explaining why you're forwarding the email. Recipients may not immediately understand the purpose of the forwarded message.
Double-check attachments
Attachments may sometimes be left out if the email is forwarded incorrectly. Make sure important files are still included.
Protect privacy
When forwarding emails to multiple recipients, use BCC to avoid sharing email addresses without permission.
Avoid editing the original content
Forwarding keeps the sender's original message intact. Adding your own notes is fine, but don't alter the sender's text.
Consider forwarding as an attachment
In some professional contexts, forwarding the email as an attachment keeps the original headers intact, which can be useful for record-keeping purposes.
Try a browser extension to forward multiple emails at once
You can only forward one email at a time from your inbox, but Business Insider suggests opting for a browser extension when you want to forward lots of emails at once.
Forward emails with confidence
Forwarding emails is an essential skill for efficient communication. Whether on desktop or your phone, following the right steps ensures attachments, formatting, and context are all intact. By adding context, protecting privacy, and checking attachments, you can forward messages confidently and professionally.
Forwarding doesn't have to be complicated. With the steps above, your messages can reach the right people every time.
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Frequently Asked Questions
Can I forward multiple emails at once?
Most email providers require forwarding one email at a time. Some allow you to select multiple emails and forward them as attachments. Business Insider suggests opting for a browser extension when you want to forward lots of emails at once.
Will attachments always forward automatically?
Attachments are typically included, but it's important to check before sending to avoid missing files.
Can I edit the original email when forwarding?
You can add notes or comments but shouldn't alter the sender's original content. Editing could cause confusion or misrepresent the original message.
What's the difference between forwarding and replying?
Replying sends your response back to the original sender, whereas forwarding sends the message to a new recipient who wasn't included in the original conversation.
How do I forward an email to multiple people without exposing addresses?
Use the BCC (Blind Carbon Copy) field to hide recipients from each other. This is standard practice in business communication.
Is it safe to forward confidential information?
Only forward emails to intended recipients. Never send sensitive or confidential content to unauthorized parties.
