You want to move an email conversation from the new Outlook for Windows into Microsoft Teams without copying and pasting text manually. The Reply by Chat feature in new Outlook creates a direct link between an email thread and a Teams chat or channel post. This article explains how the feature works, what prerequisites you need, and the exact steps to send an email discussion into Teams.
Reply by Chat is built into new Outlook for Windows and works with the Teams desktop app or web app. It does not require you to switch between applications manually. After you send the email to Teams, recipients in the chat can open the original email with one click.
This guide covers the feature overview, step-by-step instructions for chat and channel destinations, and common limitations you should know before using the feature.
Key Takeaways: Move Email to Teams with Reply by Chat
- Reply by Chat button in the Outlook ribbon: Sends the current email thread into a Teams chat or channel as a rich link.
- Teams app must be installed and signed in: The feature uses Teams identity to post the link and requires the same Microsoft 365 account.
- Original email remains in Outlook: Reply by Chat does not delete or move the email; it only shares a link.
How Reply by Chat Works in New Outlook
Reply by Chat is a sharing feature in new Outlook for Windows that creates a deep link to an email message and posts it into a Microsoft Teams chat or channel. The link points back to the email in the sender’s Outlook mailbox. Recipients in the Teams conversation click the link to open the email in Outlook if they have permission to view it.
The feature uses the Microsoft Graph API to generate a secure link and post it through the Teams messaging infrastructure. It does not send the email content as a file attachment or text paste. The link respects the same access controls as the original email, so external recipients or users without mailbox access see an access denied message.
Prerequisites
Before you can use Reply by Chat, you must meet these requirements:
- New Outlook for Windows version 1.2023.xxx or later. The feature is not available in classic Outlook.
- Microsoft Teams desktop app or web app installed and signed in with the same Microsoft 365 work or school account used in Outlook.
- The email must reside in your primary mailbox. Shared mailboxes and group mailboxes are not supported for Reply by Chat.
- Your organization must allow Teams integration with Outlook. This setting is controlled by Microsoft 365 admin policies.
Steps to Send an Email to a Teams Chat
- Open the email in new Outlook
Double-click the email in your inbox or any folder to open it in a separate reading pane or window. Reply by Chat works only when the email is opened, not when it is selected in the message list. - Locate the Reply by Chat button
In the ribbon at the top of the opened email, find the button labeled Reply by Chat. It is located in the Respond group next to the Reply and Reply All buttons. If you do not see it, click the three-dot More commands icon and look for Reply by Chat in the expanded menu. - Select a Teams chat recipient
Click Reply by Chat. A Teams contact picker dialog opens. Type the name of the person or group you want to send the email link to. You can select multiple recipients. The list shows your recent contacts and Teams chats. - Add an optional message
Below the recipient field, you can type a brief message that will appear above the email link in the Teams chat. This field is optional. If you leave it blank, only the link is posted. - Send the link to Teams
Click the Send button at the bottom of the dialog. Outlook posts the email link and your message into the selected Teams chat. The Teams app opens automatically or switches to the chat conversation if Teams is already running.
Steps to Send an Email to a Teams Channel
- Open the email in new Outlook
Double-click the email you want to share to a Teams channel. - Click Reply by Chat
Same button location as described in the chat steps above. - Switch to the Channels tab
In the contact picker dialog, click the Channels tab at the top. This tab shows a list of Teams you belong to and their channels. - Select the target channel
Browse or search for the specific channel where you want to post the email link. You can select only one channel per post. After selecting the channel, the recipient field changes to show the channel name. - Add a message and send
Type an optional message and click Send. The email link and message appear as a new conversation post in the selected Teams channel. All channel members can see the post.
Common Limitations and Things to Avoid
Reply by Chat button is grayed out
The button becomes inactive when the email is in a shared mailbox, a public folder, or an archive mailbox. Open the email from your primary mailbox. If you are using a shared mailbox, forward the email to your own mailbox first.
Teams contact picker shows no results
This happens when Outlook cannot connect to Teams or when the Teams app is not running. Close Outlook and Teams completely, then restart both. Sign out and sign back into both applications with the same account.
Recipients cannot open the email link
The link opens the email only for recipients who have at least View permission on the original email. If the email was sent only to you, external recipients see an access denied page. Use Reply by Chat only for emails where all recipients in the Teams chat have access to the original message.
Email content is not included in the Teams post
Reply by Chat posts only a link and your optional message. It does not embed the email body, attachments, or headers. If you need to share the full content, use the Share to Teams feature in classic Outlook or copy the email body manually.
Feature not available in classic Outlook
Reply by Chat is exclusive to new Outlook for Windows. Classic Outlook users can use the Share to Teams button in the ribbon, which works differently by embedding a copy of the email into a Teams chat or channel.
Reply by Chat vs Share to Teams: Key Differences
| Item | Reply by Chat (new Outlook) | Share to Teams (classic Outlook) |
|---|---|---|
| Link type | Deep link to the email in the sender’s mailbox | Embedded copy of the email as a card with subject and preview |
| Access control | Recipients need mailbox permission to view the email | Anyone in the chat can see the card without additional permissions |
| Email updates | Link remains valid as long as the email exists in the mailbox | Card is a static snapshot; updates to the email are not reflected |
| Supported Outlook version | New Outlook for Windows only | Classic Outlook for Windows and Mac |
| Channel support | Yes, via the Channels tab in the picker | Yes, via the same contact picker |
You can now move an email conversation into a Teams chat or channel using the Reply by Chat button in new Outlook. The feature creates a secure link that respects your existing permissions and avoids duplicating content. For emails that need to be visible to a broader audience without individual mailbox access, use the Share to Teams feature in classic Outlook instead. If you work in new Outlook exclusively, test the feature with a few internal emails to confirm that recipients can open the links without issues.