What copying an email actually means

Copying an email means making a duplicate of a message so it exists in two places at once — usually in your original folder and in a new folder you choose. The original stays where it was. This is different from moving an email, which takes it out of one folder and puts it in another.

Most people copy emails to keep a record in multiple folders (like saving a work email to both your inbox and a project folder), or to send the same message to someone else. The steps change slightly depending on whether you use Gmail, Outlook, Apple Mail, or another email program, but the basic idea is the same across all of them.

Key Takeaways

  • Copying an email creates a duplicate; the original message stays in its current folder.
  • In Gmail, you use labels to organize copies of emails rather than moving them between folders.
  • In Outlook and Apple Mail, you right-click an email and select copy, then paste it into a different folder.
  • Forwarding an email to someone else is different from copying it within your own account.
  • Most email programs let you copy multiple emails at once by holding Ctrl (or Cmd on Mac) and clicking each one.

How to copy an email in Gmail

Gmail does not have folders in the traditional sense — it uses labels instead. To put a copy of an email in multiple places, you add multiple labels to it. Open the email, look for the label icon (it looks like a tag), and click it. A menu appears showing all your labels. Check the boxes next to each label you want to add. The email now appears under all those labels.

If you want to copy an email to send it to someone else, use the forward button instead. Open the email, click the forward arrow (usually at the bottom), type the recipient's address, and send. The person receives a copy of the original message with all its attachments.

How to copy an email in Outlook (Windows)

Right-click the email you want to copy. A menu appears. Click Copy. Now open the folder where you want the copy to go — click on it in the folder list on the left. Right-click in the empty space below your emails and select Paste. The email now appears in both folders.

If you have many emails to copy at once, hold down Ctrl and click each one you want. They all highlight. Right-click any of the highlighted emails and choose Copy. Then navigate to your destination folder, right-click, and paste. All of them copy at once.

How to copy an email in Outlook (Mac)

The process is similar to Windows but uses Mac keyboard shortcuts. Right-click the email and select Copy. Open the folder where you want the copy. Right-click in the empty space and select Paste. You can also use Command+C to copy and Command+V to paste if you prefer keyboard shortcuts.

To copy multiple emails, hold Command and click each one. Once they are all selected, right-click and choose Copy, then navigate to your destination folder and paste.

How to copy an email in Apple Mail

Open the email and look at the top menu bar. Click Message, then scroll down to find Copy. Alternatively, right-click the email in your inbox and select Copy from the menu that appears. Now click the folder where you want the copy to go, then click Message in the menu bar again and select Paste. The email now exists in both places.

If you want to copy the email text itself (not the whole message with headers and metadata), you can also select the text inside the email, press Command+C, and paste it into a document or another email.

Copying versus forwarding: when to use each

Copying an email within your own account keeps it organized in multiple folders so you can find it easily. Forwarding sends a copy to someone else's inbox. When you forward, the recipient sees the original message but also sees that it came from you, and they can see the original sender's name and address.

If you want someone else to have the email, forward it. If you just want to keep your own copy in a different folder for your records, copy it. Some people copy emails to a "To Do" folder to remind themselves to act on them, or to a "Project X" folder to keep all related messages together.

Copying attachments separately

If you only need the attachment from an email and not the message itself, you do not have to copy the whole email. Open the email, right-click the attachment, and select Save or read. Choose where you want to save it on your computer. This is faster than copying the entire email if you only care about the file.

If the email has multiple attachments and you want all of them, most email programs let you select all attachments at once. Look for a button that says read All or Save All near the attachment list.

Frequently Asked Questions

Does copying an email use more storage?

Yes, each copy takes up space in your email account. If you copy the same email ten times, it counts as ten emails toward your storage limit. If you are running out of space, consider deleting old copies instead of making new ones, or moving emails instead of copying them.

Can I copy an email from one email account to another?

Not directly through the copy function. You have to forward the email to your other account, or export it as a file and import it into the new account. Forwarding is the simplest method for a single email.

What happens to the original email if I copy it?

Nothing. The original stays exactly where it was. Copying creates a duplicate, so you now have two identical versions of the same message.

Can I copy an email to my computer instead of another folder?

Yes. Right-click the email and look for an option like Save As or Export. This saves the email as a file on your computer (usually as a .eml or .msg file) that you can open later or share with someone else.

Why would I copy an email instead of just leaving it where it is?

Copying lets you organize the same email in multiple categories. For example, you might copy a receipt email to both your Finance folder and your Taxes folder so you can find it either way. It also lets you keep a backup copy in case you accidentally delete the original.