What copying an email actually means
Copying an email means creating a duplicate of a message you received or sent so you can store it, forward it, or use it somewhere else. The original email stays where it is — in your inbox or sent folder — and you now have a second version you can do something with.
Most people copy emails for one of three reasons: to keep a record outside their email account (like saving it to a document or folder on their computer), to forward the exact same message to someone else without retyping it, or to move a message from one email account to another. The steps are different depending on what you're using — Gmail, Outlook, Apple Mail, or your phone — but the idea is the same.
Key Takeaways
- Copying an email means making a duplicate of it; the original stays in your inbox and you get a second version to use elsewhere.
- On desktop email, you usually right-click the message and select "Copy" or "Forward", or you can select the text inside the email and copy just that part.
- On your phone, the steps depend on whether you're using Gmail, Outlook, or Apple Mail, but all three have a forward or copy option in the message menu.
- If you want to save an email as a file on your computer, you can export it as a PDF or as a .eml file (the email's native format).
- Copying the text inside an email (the words, not the whole message) works the same way as copying text anywhere else on your computer.
Copying an email in Gmail
In Gmail on a computer, open the email you want to copy. At the top right of the message, you'll see three dots (called a menu button). Click those dots and look for "Forward" — this creates a copy of the email that you can send to someone else, or you can just save it as a draft to keep for yourself.
If you want to copy just the text inside the email (not the whole message with headers and metadata), click inside the email body, select the text you want with your mouse or keyboard, then press Ctrl+C on Windows or Command+C on Mac. You can then paste it into a document, another email, or anywhere else.
On the Gmail mobile app, open the email and tap the three dots at the top right. You'll see "Forward" as an option. Tap it, and Gmail creates a copy you can send or save. To copy just the text, tap and hold on the words you want, then tap "Copy" from the menu that appears.
Copying an email in Outlook
In Outlook on a computer, right-click the email in your inbox list. A menu appears with options including "Forward" — click that to create a copy. Outlook opens a new message window with the original email included, and you can send it to someone else or save it as a draft.
If you want to copy the email as a file (so you can save it to your computer), right-click the message and look for "Save As" or "Export". Outlook will ask you where to save it and what format you want — .msg (Outlook's native format) or .eml (a format that works in most email programs) are the most common choices.
On the Outlook mobile app, open the email and tap the three dots or the arrow icon at the top. Select "Forward" to create a copy, or look for "Save" or "Pin" if you just want to keep it in a specific folder for later.
Copying an email in Apple Mail
In Apple Mail on a Mac, open the email you want to copy. Press Command+C to copy the entire message, or select just the text you want and copy that. You can then paste it into another email, a document, or another process.
To forward the email (which creates a copy you can send), click the message and press Command+Shift+E, or go to the Message menu and select "Forward". Apple Mail opens a new message with the original email attached or quoted inside.
If you want to save the email as a file on your Mac, click the message, then go to File > Export As. Choose a location on your computer and pick a format — .eml is the standard for email files and works with most programs.
Copying just the text from an email
Sometimes you don't need the whole email — you just need the words inside it. To copy text from any email, click inside the message body and select the text you want. On a computer, you can click and drag your mouse to highlight it, or click at the start and Shift+click at the end. On a phone, tap and hold on a word, then drag the handles to select more text.
Once the text is highlighted, press Ctrl+C (Windows) or Command+C (Mac) on a computer, or tap "Copy" on your phone. You can now paste it anywhere — into another email, a document, a text message, or a web form — by pressing Ctrl+V or Command+V, or by tapping and selecting "Paste".
Saving an email as a file on your computer
If you want to keep an email permanently on your computer (not just in your email account), you can export it as a file. In Gmail, right-click the email and look for "read message" or use the three-dot menu and select "read". Gmail saves it as a .eml file to your Downloads folder.
In Outlook, right-click the email and select "Save As". Choose where you want to save it and pick a format — .msg keeps all the Outlook formatting, while .eml is more universal. In Apple Mail, select the message and go to File > Export As, then choose .eml format.
Once you have the file, you can move it to any folder on your computer, back it up to an external drive, or open it in another email program. The file stays the same size and keeps all the original text, attachments, and sender information.
Copying an email to a different email account
If you're switching email providers or want to keep a copy in a different account, you have two options. The first is to forward the email to your other account — open the message, click Forward, type your other email address in the "To" field, and send it. This works but loses some of the original formatting and metadata.
The second option is to export the email as a .eml file (as described above), then import it into your new email account. Most email programs have an Import option in their settings or File menu. This preserves more of the original message structure, though the exact steps depend on which program you're using.
Frequently Asked Questions
Does copying an email delete the original?
No. Copying always leaves the original in place. You get a second version, and the first one stays in your inbox or sent folder. If you want to remove the original, you have to delete it separately.
Can I copy an email with attachments?
Yes. When you forward an email or export it as a file, the attachments come along. If you copy just the text inside the email, the attachments don't come with it — you'd have to read and copy those separately.
What's the difference between copying and forwarding?
Forwarding sends a copy of the email to someone else's inbox. Copying creates a duplicate you control — you can edit it, save it, or send it later. Forwarding is faster if you just want to send it to someone; copying is better if you want to keep it or change it first.
Can I copy an email from my phone to my computer?
Yes. Forward the email to yourself at an account you can access on your computer, or export it as a file and email it to yourself. Once it arrives on your computer, you can save it as a file using the export steps above.
What happens to the date and sender info when I copy an email?
If you forward the email, the original date and sender stay the same, but it's marked as forwarded. If you export it as a .eml file and open it later, all the original information is preserved. If you copy just the text, the date and sender info don't come with it unless you copy those lines too.