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This one is about: How to use the Quoting Feature in Email


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There are right and wrong ways to quote. The most common error is to let your email software quote the entire message you are replying to.  There is no need to do this.  Besides, it is bad 'netiquette'. This page will give you tips on how to properly reply to messages when quoting as well as turning off the quoting features for various mail programs.

Email programs discussed here include: America Online, Eudora, Outlook Express, Microsoft Exchange, Netscape and Microsoft Outlook. Also a little bit on web-based email (Hotmail, Yahoo, Excite).

Note: The Authors of this note are mostly Windows users so if you are using a Mac and these don't apply, we apologize.

** Outlook Express **

The default settings for Outlook Express are not compatible with listservs.

2 things need to be addressed: Quoting, HTML formatting

To turn off automatic quoting:

Click on TOOLS, then OPTIONS. Click on the SEND tab. Look for the following:

"Include message in reply"

Make sure that box is UNchecked. If a check appears, simply click on the box to uncheck it. [Note: If you don't want to use this option, then you will need to manually delete the parts of the message that aren't relevant to what you are replying to EACH time you reply to a message.]

When you hit "Reply" (or Reply to All) you will see text starting with this:

---- Original Message ----
From: (name)
To:
Sent:
Subject:

> all the contents of the message you are replying to
> text text text text text
> more text text text text...

You can delete the unwanted text either by highlighting text then pressing the delete or backspace key, or just by holding down the delete key (slow method).

To switch from html to "plain text" look for the "Mail Sending Format". Select "Plain Text". One more note: Go back up a bit on that Send screen and UNcheck the option "Reply to messages using the same format in which they were sent". Then if you reply to someone who was using html format, your message will NOT also be sent in html format.

Click "Apply", then "OK".

Address Book: If you make an entry for cleft-talk, check the box that says, "Send Email using Plain Text Only"

** Web-based Email ** (Yahoo, Excite, Hotmail just to name a few)

Excite Mail: (http://www.excite.com)

Look for PREFERENCES...then EMAIL PREFERENCES.

Scroll down a bit until you see MESSAGE SENDING. Under REPLY choose "Don't include original message". SAVE your preference!

Yahoo Mail: (http://www.yahoo.com)

Go to OPTIONS, then MAIL PREFERENCES. Scroll down to MESSAGE ACTIONS and look for REPLYING. Choose "don't include message". Be sure to SAVE your preference!

Hotmail: (http://www.hotmail.com)

Click on OPTIONS, then PREFERENCES (under ADDITIONAL OPTIONS). Scroll down until you see "Including Original Text (Replying)". Make your choice, then click OK at the bottom.

** Netscape Communicator **

You can delete the parts of the message that you are replying to. You can do this by the delete key or clicking on your left mouse button and holding the button down as you drag the mouse over the parts you want to delete.

To turn off the quoting feature, simply click on Edit, then click on Preferences, then click on Mail and Groups, then click on Messages, and finally uncheck  "Automatically quote original message when replying" box. Then click OK.

** Netscape Mail for Netscape and Netscape Gold 3.x and under **

You can delete the parts of the message that you are replying to. You can do this by the delete key or clicking on your left mouse button and holding the button down as you drag the mouse over the parts you want to delete.

To turn off the quoting feature, simply click on Options, then click on Mail and News Preferences, then click on Composition Tab, and finally uncheck the "Automatically quote original message when replying" box. Then click OK.

** Microsoft Outlook **

Click on "Tools" then "Options"

On the tab marked "Preferences" click on the button under "E-mail" ("Change the appearance of messages and the way they are handled")

Another window titled "E-mail Options" will pop up.

Go to the bottom of that window where it says 'On Replies and forwards'

For the choice that says 'When replying to a message' - choose 'Do not include original message' and click OK to close out the windows.

Next go to the "Mail Format" tab and select "plain text" for your message format (as opposed to HTML or Microsoft Outlook Rich Text).

** America Online **

Miscellaneous Information on Quoting using America Online:

1.)  If you are replying to a message and want to quote some of the original post, use your mouse to "highlight" the desired area before pressing "Reply to All".

2.)  AOL has 2 styles of Quoting available to you:

The Default (AOL's Style) looks like this:

On [date, time] you wrote:

<< This is how your quoted text looks like>>

To change it to the Internet style of quoting:

On [date, time] you wrote:
>     quoted text
>     quoted text
>     quoted text

Go to MEMBERS ---- PREFERENCES and Click on the "Mail" Icon.

The last choice on that screen is: "Use AOL Style Quoting in Mail"

UNChecking that will give you the "Internet style" of quoting.

This might make it easier to read if you are quoting a long post and you are interspersing your comments within the quoted text.

** Eudora (Light and Pro versions up to 3.x)**

Quoting is automatic when replying with Eudora; you must delete all the quoting yourself. To delete the whole quoted area, here are 2 ways to do it:

1)  Manually highlight the entire area you wish to delete and press the DELETE or BACKSPACE key.

2) Or: Click your mouse on the message screen area. Then go to EDIT ---> SELECT ALL (Ctrl + A = a short-cut for Select All). That will highlight the text for you. Then press the DELETE or BACKSPACE key.

** Microsoft Exchange **

You can delete the parts of the message that you are replying to.  You can do this by the delete key or clicking on your left mouse button and holding the button down as you drag the mouse over the parts you want to delete.

Or you can do the following so that the message that you are replying to doesn't appear on the message you are writing.

You use your mouse to set the following options:  First click on Tools - Then click on Options - then click on the Read Tab.  You will see: Include the original text when replying

Make sure that box is unchecked.  If a check appears, simply click the box with your left mouse button to uncheck the box.

The programs mentioned above are just some of the many email software programs available. Take time to look through your program's features.

Created:  7/20/97, Updated: 3/2000


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