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This text refers to program version 4.2  

Replying to and Amending Mail

To reply to a Mail, open it and select 'Reply', 'Reply with Quote' or 'Reply to Sender' from the Operations menu. A new Mail is created, in which the From and To Addresses are reversed. In the case of the 'Reply' function, the Subject is prefixed with the text "Re ":

The 'Reply with Quote' function copies the text of the previous Mail to the new one, where it is shown with quotation marks:

You can use the 'Reply to Sender' function when you are replying to a Mail with many recipients, and you only want the sender to see the reply. In the reply, the original sender will become the sole recipient, and all other recipients will be removed from the list of addresses.

In all three cases, the reply is shown in a window entitled 'New', meaning that it has not yet been saved. Complete and send the Mail in the usual manner, or, if you no longer require the Mail, click [Cancel].

You are likely to use the 'Reply' functions for replying to external mail only, because there is no need to reply to internal mail by creating new Mails. Instead, mail can be amended by any of the recipients, so there is no need to read several Mails to keep track of a discussion. This is the case for all Mails, but is especially useful if the Mail has been sent to a Conference where it can be read and discussed by many people.

Whenever an amendment is made and the Mail saved, it will appear as unread (with the 'envelope' icon) in the Mailboxes of all other recipients. If the Mail is in a Conference, it will appear as unread to all other users, so that they are aware that a change has been made since they last read it. If at least one recipient is an e-mail address, you should select 'Send E-mail' from the Operations menu after you save the Mail, if you want that recipient to see the amendment. You will not be able to amend Mails where at least one recipient is an e-mail address if you are using the Lock and Send E-Mails Automatically option in the Mail and Conference Settings setting.

When changing Mails in this manner, it is recommended that all changes be accompanied by the date of the change and the person's initials, otherwise the sense of the Mail and the order of the changes can be lost. If this happens, it can be helpful to look at the History of the Mail. Highlight it in the Mailbox browse window or open it and select 'History' from the Operations menu. This report will show who has read and amended the Mail and when. The report will also show who has printed the Mail, and whether the Mail has been sent to an external e-mail address.

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