If you are using GMail (or similar applications) for e-mailing, then you are familiar with the fields at the top of a new mail message, right? Needless to say, within the “To…” field, you enter the name of several persons you would like to receive your message. Use the field labeled “Cc…” (for Carbon Copy – remember how they did it back in 1978 BC, “before computers”?) for anybody who needs to view your e-mail but is not the addressee.
But there’s an extra field that you must know about, labeled “Bcc…,” which stands for “Blind carbon copy,” or the latest version, “Blind courtesy copy.” This field is perfect for the names of anybody that needs a copy of your e-mail with no other people (in the “To…” and “Cc…” fields) knowing about it. That’s why it’s called “Blind.”
“But wait one minute,” you could be saying. “I don’t use a “Bcc” field just after the “Cc” field inside my version of Outlook.” Whenever you launch a whole new mail message, you may have “To…,” “Cc…,” and “Subject…”–nothing more. That’s because “Bcc” is over a toggle; it is possible to turn it on and off from the “View” menu. Should your “Bcc…” is not really showing, it is possible to turn it on when you are in a mail message by visiting the “View Menu” and selecting “Bcc Field.” A checkmark will show up and the field will end up visible at the top of your mail message, just above “Subject…”. (Similar applications must also give you the option to turn “Bcc” on should it be not continuously visible.)
You must know about and thoroughly use “Bcc” for a number of reasons. I’m likely to cover many of the most important.
Use Bcc to protect privacy – When an e-mail is delivered to an entire group with all their names in the “To…” or “CC…” fields, each one of them has access to the e-mail address of all others. Normally this might not a problem internally, but should you be sending an e-mail to employees in addition to some outside of your organization, make use of the Bcc field to conceal all of those internal addresses. You may be preventing your company’s people from getting spam and other unwanted e-mails.
Use Bcc to help keep upper management informed – Sometimes you might be sending an e-mail message in a manager’s request, and you would like to let the manager know that you complied. It might not be helpful, however, to help make the manager’s name visible in blind copy because this may add stress or cause unnecessary concern for the addressee. In the event you take into account that to become ebdzxo circumstances, use Bcc for that manager’s copy. But this can be always a judgment call, because it is sometimes necessary for addressees to find out the manager looks over their shoulder, particularly if you use a tight deadline.
Use Bcc to create your message more personal – Do you feel differently about a message addressed solely to you versus one delivered to your company’s employees? Exactly the same principle works in the opposite direction, as well. If you place everyone’s name within the Bcc field, then each may have the sense that you simply wrote your e-mail simply for them. Be careful in your wording, however, since this tactic will backfire if your letter contains second-person plurals, such as “All you could be wondering…”.
Use Bcc to maintain an archive of your own correspondence – This nifty trick depends of obtaining or acquiring a separate e-mail address out of your conventional business address. Place that address within the Bcc field, e.g., “[email protected],” and Outlook will be sending a copy of the e-mail for that address. This can be helpful in case you are wanting a quick approach to keep track of all the e-mail you send out regarding a particular project or issue.
Caution: When Bcc can backfire – Occasionally, however, when you ought to think again before entering a person’s name in Bcc. In case your addressee hits “Reply to any or all,” the reply will never return to the BCC addressee(s). But nonetheless, that reply might not be worded as carefully as it might be in the event the sender knew everyone listed in Bcc. To place it bluntly, this is the way people get insulted and feelings be harmed. If you are working with an element that is definitely the least bit touchy or perhaps volatile, you would probably thrive to keep away from Bcc.