Ever looked at your inbox and wondered what some of those buttons actually do?
Many of us use email every day without realising how many useful tools are built in. Learning how to use a few simple features can help you find messages faster, keep your inbox organised, and make every day email tasks a little easier.
This guide explains ten useful webmail features, with practical examples you can try yourself.
Helpful webmail features everyone should know
1. Attachments
Attachments are files sent with an email, such as photos, invoices or documents. If you know and trust the sender, you can select the attachment to preview it or use the download icon if you’d like to save a copy.
If you receive an unexpected attachment, or something about the email doesn’t feel right, don’t open it until you’ve confirmed the sender is genuine.
Example: Your electricity bill arrives by email. Scroll down to the bottom of the message and select the attachment to view or download it.
2. Reply and Reply all
Reply: Choosing Reply sends your message back to just the original sender. When you reply, the subject line will often begin with RE:, short for “regarding”. This simply shows that you’re continuing an existing conversation.
Reply all: Choosing Reply all sends your message to everyone on the original thread (anyone who was Bcc’d is left out). Use this option carefully, as it’s easy to reply to more people than you intended.
Scammers sometimes add RE: to a subject line to make an email look like part of an existing conversation. Seeing RE: doesn’t automatically mean the email is genuine, so it’s still worth checking who sent it.
Example 1: If you Reply to an email from your plumber only they will receive your response and RE: will usually appear at the start of the subject line.
Example 2: Your friend Margaret emails you, Liz, and Robert with restaurant suggestions for an upcoming get-together. If you want the whole group to see your reply, choose Reply all.
Need more help?
Read our support article: How to reply to an email in webmail
3. Forward
Spotting Fw: or Fwd: at the start of a subject line usually means the message was sent to someone else first, and they’ve now passed it on to you.
To forward a message, open it and select Forward. Add the recipient’s email address, include a message if you’d like to, then send it.
Example: You receive a travel itinerary you think a friend would find useful. Select Forward, add their email address, and send it on. The subject line they receive will likely start with Fw or Fwd.
4. Cc (carbon copy)
Want to keep someone in the loop without expecting them to reply or take action? Add them via Cc rather than the To field.
You can list several addresses in the Cc field, and every recipient will be able to see who else was copied in.
Example: You’re arranging for your gardener to do some maintenance. Cc the other people in your household so they know the visit has been booked and to expect some noise that day.
5. Bcc (blind carbon copy)
Need someone to receive a copy of an email without the other recipients knowing they’re included, or seeing their address? That’s what the Bcc field is for.
Anyone in the Bcc field stays hidden from the other people on the email.
Example: Sending an update to a volunteer group and want to protect everyone’s privacy? Put your own address in the To field and everyone else in Bcc, so no recipient can see anyone else’s email address.
- Tip: You can find Cc and Bcc by selecting the down arrow next to the To field.
Need more help?
Read our support article: Composing an email in webmail (including how to use Cc and Bcc)
6. Mark as unread
Opened an email by mistake, or want to come back to it later? You can mark it as unread at any time, so it stands out in your inbox until you’re ready to read it.
Example: You open a council tax notice email, but you don’t have time to check it right now. Mark it as unread so it’s easy to find later.
7. Star or Mark as important
The Star icon (a small star shown beside an email) lets you flag messages you want to find again quickly. You can then filter your inbox to show only starred emails, helping you focus on what matters most.
Example: A specialist confirms an upcoming appointment. Select the Star icon next to the email in your inbox, or while it’s open, then filter for starred messages later to find it quickly.
8. Folders
Folders help you sort emails into categories so your inbox is easier to navigate. Once an email has been moved into a folder, you can find it again via the folder list on the left, or by using Search.
Not sure how to move a message into a folder? Check out our How-to videos page for step-by-step guidance.
Example: Create folders such as Bills, Receipts, and Travel, then move relevant emails into them as they arrive. It’s a simple way to keep your inbox organised and easier to navigate.
9. Archive
Finished with an email but don’t want to delete it? Archive moves it out of your Inbox while keeping it available if you need it later. It’s a good option for messages you may want to refer back to, such as receipts or booking confirmations.
Example: A pharmacy confirms your prescription has been filled, and you don’t need to keep that sitting in your inbox. Choose Archive rather than delete, so it’s still there if you need to refer back to it.
10. Search
Looking for one particular email? Search can often find it much faster than scrolling through your Inbox.
Example: You remember seeing an email with hiking suggestions in Spain from a travel newsletter but can’t remember which one. Type Spain into the search box to find it more quickly.
- TIP: Looking for a message from a specific sender, or one with an attachment? Advanced Search can narrow things down even further.
Need more help?
Read our support article: How to search for emails in webmail
Next steps
There’s no need to remember every feature straight away. Try one or two the next time you’re checking your email. As they become part of your routine, you may find everyday tasks quicker and your inbox easier to manage.
