You want to move an email conversation from Outlook into Microsoft Teams so you can reply by chat instead of email. Both Classic Outlook and New Outlook offer a Reply by Chat feature that shifts the discussion into a Teams chat or channel. This article explains how to use the feature in both versions of Outlook and what happens to the original email thread.
The Reply by Chat option creates a Teams message that includes the email subject and body, allowing you and your team to continue the conversation in Teams. The original email stays in your Outlook inbox and is not deleted or moved. This guide covers the steps for Classic Outlook and New Outlook, plus common issues you may encounter.
Key Takeaways: Moving an Email to Teams via Reply by Chat
- Classic Outlook: Home tab > Reply by Chat: Sends the email subject and body into a new or existing Teams chat.
- New Outlook: Message toolbar > Reply by Chat: Works the same way but uses the simplified ribbon interface.
- Original email is not deleted: The email remains in your Inbox; only a copy of the content is sent to Teams.
How Reply by Chat Works in Classic and New Outlook
The Reply by Chat feature requires an active Microsoft Teams license and the Teams desktop app installed on your Windows 10 or Windows 11 computer. Both Classic Outlook and New Outlook connect to the same Teams backend, so the behavior is identical once you click the button. The feature does not move the email itself — it copies the subject line and body text into a Teams message that you can send to one or more recipients.
In Classic Outlook, the button is located on the Home tab of the ribbon. In New Outlook, the button appears in the simplified single-line toolbar above the reading pane. The button label is the same in both versions: Reply by Chat. When you click it, a Teams compose window opens inside Outlook, showing the email subject as the chat subject and the email body as the initial message. You can edit the message before sending.
The recipients you choose in the Teams chat are independent of the email recipients. You can add people who were not on the original email, or exclude some original recipients. This gives you flexibility to move the conversation to a smaller group or a different team.
Steps to Use Reply by Chat in Classic Outlook
- Open the email in Classic Outlook
Select the email you want to move to Teams. The email can be in your Inbox or any other folder. Double-click to open it in a separate window, or just select it in the reading pane. - Click Reply by Chat on the Home tab
On the Home tab of the ribbon, locate the Reply group. Click the Reply by Chat button. If you do not see it, ensure you have Microsoft Teams installed and signed in. The button may be in the overflow menu if your ribbon is collapsed. - Choose a chat destination in Teams
A Teams compose window appears inside Outlook. You can type a name or email address in the To field to start a new chat. Alternatively, click the drop-down arrow next to the To field to select an existing group or channel. For a channel, type the channel name in the format #ChannelName. - Edit the message and send
The email body appears as the initial message. You can add your own text above or below it. Click the Send button to post the message to Teams. The email remains in your Outlook folder.
Steps to Use Reply by Chat in New Outlook
- Open the email in New Outlook
Select the email in the message list. The reading pane shows the email content. You can also double-click to open it in a separate window. - Click Reply by Chat in the message toolbar
Above the reading pane, you see a simplified toolbar. Click the Reply by Chat icon. The icon looks like the Teams logo. If you do not see it, click the three-dot More actions button and select Reply by Chat from the menu. - Select the Teams destination
A Teams compose panel opens on the right side of the Outlook window. Type a name, email, or group to choose a chat. For a channel, type # followed by the channel name. You can also click Browse channels to pick from a list. - Send the message
Review the message. The email subject is automatically added as the chat title. Click Send. The message appears in the selected Teams chat or channel. The original email stays in your Outlook.
Common Issues When Using Reply by Chat
Reply by Chat button is missing or grayed out
This happens when Teams is not installed, not signed in, or when your organization has disabled the feature. Install the Teams desktop app from the Microsoft 365 portal. Sign in with the same account you use in Outlook. If the button remains grayed out, contact your IT administrator to confirm that the Teams integration policy is enabled.
The Teams compose window does not open
A browser or pop-up blocker may interfere with the Teams window. In Classic Outlook, the compose window is a separate dialog. In New Outlook, it is a panel inside the window. If nothing happens, restart both Outlook and Teams. Also check that your Windows 11 or Windows 10 firewall is not blocking Teams traffic.
The email content does not appear in the Teams message
This occurs when the email contains unsupported formatting or attachments. Reply by Chat only copies plain text and basic HTML formatting. Attachments are not included. If the email body is blank or contains only an image, the Teams message will show the subject line only. Copy the relevant text manually and paste it into the Teams compose window.
The message sends to the wrong chat or channel
Double-check the destination before sending. In Classic Outlook, the To field shows the recipient name. In New Outlook, the panel shows the selected chat name. If you accidentally send to a group chat, you can delete the message in Teams by clicking the three-dot menu next to the message and selecting Delete.
| Item | Classic Outlook | New Outlook |
|---|---|---|
| Button location | Home tab > Reply group | Message toolbar above reading pane |
| Compose window type | Separate dialog window | Panel on the right side of Outlook |
| Channel selection | Type #ChannelName in To field | Type #ChannelName or click Browse channels |
| Email attachments included | No | No |
| Original email stays in Inbox | Yes | Yes |
Both versions of Outlook produce the same result: a Teams message with the email subject and body. The main difference is the user interface. Classic Outlook uses a traditional dialog, while New Outlook uses a modern panel. The feature requires the same prerequisites in both cases.
You can now move an email conversation into Teams using Reply by Chat in either Classic Outlook or New Outlook. The feature keeps your original email intact while starting a chat discussion in Teams. To refine your workflow, try using the Teams Search bar to find the chat after sending — press Ctrl+E in Teams and type the email subject. This helps you quickly locate the conversation without scrolling through your chat list.