If you utilize GMail (or similar applications) for e-mailing, then you understand the fields at the top of a new mail message, right? Of course, within the “To…” field, you enter the name of one or more persons you want to receive your message. Use the field labeled “Cc…” (for Carbon Copy – remember the way they did it back in 1978 BC, “before computers”?) for anyone who has to view your e-mail but is not the addressee.
But there’s yet another field that you should know about, labeled “Bcc…,” which stands for “Blind carbon copy,” or even the latest version, “Blind courtesy copy.” This field is perfect for the names of anybody that requires a copy of the e-mail with no other people (inside the “To…” and “Cc…” fields) being aware of it. That’s why it’s called “Blind.”
“But wait one minute,” you might be saying. “I don’t have a “Bcc” field just right after the “Cc” field in my version of Outlook.” Whenever you launch a whole new mail message, you could have “To…,” “Cc…,” and “Subject…”–nothing more. That’s because “Bcc” is on a toggle; you can switch it on and off from the “View” menu. Should your “Bcc…” will not be showing, you are able to switch it on if you are in a mail message by going to the “View Menu” and selecting “Bcc Field.” A checkmark can look as well as the field can become visible near the top of your mail message, just above “Subject…”. (Similar applications should also give you the choice to turn “Bcc” on should it be not continuously visible.)
You must know about and carefully use “Bcc” for many reasons. I’m likely to cover many of the most important.
Use Bcc to guard privacy – When an e-mail is delivered to a complete population group with all their names within the “To…” or “CC…” fields, each of them can access the e-mail address of all others. Normally this would not be a problem internally, but should you be sending an e-mail to employees in addition to some outside your organization, use the Bcc field to conceal all those internal addresses. You may be preventing your company’s people from getting spam and other unwanted e-mails.
Use Bcc to keep upper management informed – Sometimes you happen to be sending an e-mail message in a manager’s request, and you need to allow the manager know that you complied. It may possibly not be helpful, however, to create the manager’s name visible in automatically blind copy as this may add stress or cause unnecessary concern for the addressee. If you take into account that to be ebdzxo circumstances, use Bcc for that manager’s copy. But this is always a judgment call, because it is sometimes important for addressees to find out the manager is looking over their shoulder, particularly if you have a tight deadline.
Use Bcc to make your message more personal – Do you feel differently in regards to a message addressed solely to you personally versus one sent to all of your company’s employees? The same principle works inside the opposite direction, too. In the event you place everyone’s name inside the Bcc field, then each could have the sense that you wrote your e-mail just for them. Be cautious within your wording, however, since this tactic will backfire in case your letter contains second-person plurals, including “Most of you may be wondering…”.
Use Bcc to maintain an archive of the correspondence – This nifty trick depends of having or acquiring a separate e-mail address from the conventional business address. Place that address in the Bcc field, e.g., “[email protected],” and Outlook sends a duplicate of your e-mail for that address. This is often helpful should you be wanting a fast way to keep track of all the e-mail you send out regarding a specific project or issue.
Caution: When Bcc can backfire – There are occasions, however, when you ought to think hard before entering a person’s name in Bcc. If your addressee hits “Reply for all,” the reply is not going to return to the BCC addressee(s). But nonetheless, that reply might not be worded as carefully as it will be when the sender knew everyone indexed in Bcc. To put it bluntly, this is how people get insulted and feelings get hurt. If you are working with an element that is definitely the least bit touchy or even volatile, you will thrive to steer clear of Bcc.