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In Outlook 2007 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2007. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.
Bcc or Blind Carbon Copy gives you more control over the recipients of your email and how they can see who else received the message. It also limits who gets a reply if they choose to reply to all. In short, recipients who are Bcc'd will receive the message you send but no one else will know. As we will see, this has a few advantages. Before I cover when to use Bcc, I better show you how to use it. You can temporarily use Bcc by clicking the To or Cc buttons when addressing an email.
Select a recipient and click Bcc down below. In this case, I am going to send a message to Alex and blind carbon copy Alisha. If you would like a more accessible Bcc field, you can start a new message and then click on the Options tab and then click on the Show Bcc. This option will stay on forever until you turn it off sometime later. Let's check out five ways that you can use Bcc. The whole point of Bcc is to not let recipients see who else got the message.
If you are sending a message to a ton of people, perhaps an invitation to an event or promotional email, you should really consider Bcc in the list. This way, recipients cannot see each other's names and you won't be violating their privacy. You can put yourself in the To field, so that there is at least one visible recipient. Another way to use Bcc is to avoid replying to all. If you're sending out an email that's sure to cause some replies like this one, you might want to use Bcc to avoid the chronic Reply to All problem that you surely experienced before.
Many users will hit Reply to All by mistake or intentionally but using Bcc limits the recipients to just you. A third reason is to copy yourself at home or anther email address. Have you ever found yourself engaging in personal conversation at work? Here's an email invitation to a barbecue from Lisa. I want to reply back but I would also like to have this email at home. So I will hit Reply, tell Lisa I'll be there, and then blind carbon copy myself at my home address. This way when I get home, my email will be there waiting for me but Lisa doesn't even know that.
The fourth way is to give yourself a reminder. What shows up at the top of your Inbox? Your most recent messages, including the ones you have send in yourself. Here I am replying back to Judith's email and I want to make sure that this shows up at the top of my own Inbox because this is a very important email. By putting myself as Bcc, when I hit Send, the message appears at the top of my own Inbox as long as I'm sorted By Date. The fifth way is to pass on a hint. Many times we will use email to tell a customer, colleague, or vendor that we will have someone else a system or take note of their message. Bccing that someone else is an elegant way to pass the message on.
Here Greg is asking to add two more people to his guest list for the company holiday event. I am going to reply until Greg got his message, but I'm also going to Bcc the vendor. When I send this, SoCalEventPlanners will get the email, Greg will get the email but not know that I sent it out to SoCalEventPlanners, and that covers up our tip on using Bcc. Let's go ahead and move on to formatting.
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