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Five ways to use the Bcc field

From: Outlook 2007 Power Shortcuts

Video: Five ways to use the Bcc field

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.

Five ways to use the Bcc field

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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This video is part of

Image for Outlook 2007 Power Shortcuts
Outlook 2007 Power Shortcuts

67 video lessons · 7563 viewers

David Diskin
Author

 
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  1. 1m 9s
    1. Welcome
      1m 9s
  2. 18m 5s
    1. Finding a contact in seconds
      50s
    2. Viewing Outlook in multiple windows
      56s
    3. Sending a text (SMS) message from Outlook
      1m 6s
    4. Viewing the schedule for an entire group
      1m 56s
    5. Setting your default Address Book
      1m 28s
    6. Color-coding important messages
      2m 4s
    7. Sending business cards via email
      1m 5s
    8. Using Quick Parts to avoid retyping
      2m 37s
    9. Adding hyperlinks to an email
      2m 54s
    10. Conducting a vote via email
      3m 9s
  3. 24m 31s
    1. Working with folders and subfolders
      2m 43s
    2. David's Rule of Email Organization
      2m 15s
    3. Staying organized with shortcut keys
      1m 48s
    4. Three ways to change how your Inbox displays
      2m 32s
    5. Deleting old messages
      2m 2s
    6. Three automatic rules for incoming messages
      4m 28s
    7. Creating a rule that replies with a message
      2m 0s
    8. Four ways to deal with junk email
      3m 0s
    9. Two ways to find an email
      1m 56s
    10. Repeating searches with Search Folders
      1m 47s
  4. 26m 4s
    1. Seven shortcut keys for sending emails
      1m 35s
    2. Three ways to use your Address Book
      2m 3s
    3. Three ways to send email to lists or groups of people
      2m 30s
    4. Five ways to use the Bcc field
      3m 22s
    5. Five ways to use formatting effectively
      2m 13s
    6. Three ways to spice up the occasional email
      2m 9s
    7. Four faster ways to attach a file to an email
      2m 1s
    8. Skipping attachments altogether
      1m 39s
    9. Sharing your Calendar via email
      1m 47s
    10. Marking an email for follow-up
      1m 6s
    11. Setting up multiple signatures
      2m 15s
    12. Two unusual ways to use the Drafts folder
      2m 6s
    13. Holding an email in your Outbox
      1m 18s
  5. 8m 16s
    1. Five ways to create a task
      2m 54s
    2. Three ways to view your tasks
      1m 8s
    3. Three ways to change task due dates
      1m 13s
    4. Four ways to customize your Tasks folder
      1m 57s
    5. Setting task reminders (alarms)
      1m 4s
  6. 14m 42s
    1. Four ways to reschedule an appointment
      1m 51s
    2. Four ways to track appointment details
      2m 9s
    3. Creating recurring appointments
      1m 33s
    4. Two ways to clone an appointment
      1m 20s
    5. Working with time zones
      1m 59s
    6. Setting the time zone of an appointment
      1m 39s
    7. Changing the time scale
      45s
    8. Finding an appointment quickly
      58s
    9. Using the Calendar with shortcut keys
      2m 28s
  7. 11m 10s
    1. Adding a photo to a contact
      55s
    2. Tracking birthdays and anniversaries
      1m 3s
    3. Getting directions to a contact's address
      59s
    4. Three ways to customize your Contacts list
      1m 40s
    5. Adding a field to your Contacts list
      1m 12s
    6. Filtering your Contacts list
      1m 16s
    7. Merging your contacts into Microsoft Word
      2m 0s
    8. Customizing a business card's appearance
      2m 5s
  8. 16m 2s
    1. Using Outlook Today
      1m 8s
    2. Navigating through Outlook with the keyboard
      1m 3s
    3. Organizing by category
      2m 51s
    4. Setting an out-of-office message
      2m 14s
    5. Working offline
      1m 58s
    6. Ten email netiquette tips
      4m 4s
    7. Six tips for supervisors and managers
      2m 44s
  9. 3m 58s
    1. Customizing the Navigation pane
      57s
    2. Customizing other panes
      1m 45s
    3. Customizing the Quick Access Toolbar
      1m 16s
  10. 54s
    1. Additional resources
      54s

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