By: Ryan Johnson

Using reply all allows for efficient group communications but it’s helpful to first make sure you are familiar with social standards of reply-all emails to avoid cluttering people’s email boxes when emailing large groups or listservs at the University. Below are some easy guidelines for using reply all in work situations:

When to Choose Reply All

1. You Have Relevant Questions – Use reply all if you have a question that other contacts in the thread might have as well. Asking this type of question through reply all lessens the possibility of the original sender issuing multiple replies with the same answer.
2. Your Response Could Have a Direct Effect on Others – Replying to all is the most efficient option when you have important information for the majority of the people included in the message thread.

When to Reply to an email with a different method

1. Your response is only pertinent to the sender – If your response is relevant only to the original sender and not everyone on the message thread’s contact list, then send your email only to that person.
2. You want to reply to a few people in a listserv or discussion group –

Unless your email asks a question that others might have, has a direct effect on the majority of recipients or involves scheduling a meeting with a small group, it would be best to find a more effective communication method.

For example, if a listserv message goes out offering congratulations to a coworker, it is most considerate to reply only to that individual to offer congratulations rather than the entire thread.