If you are using GMail (or similar applications) for e-mailing, then you are aware of 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 intend to receive your message. Use the field labeled “Cc…” (for Carbon Copy – remember how they did it back in 1978 BC, “before computers”?) for everyone who must view your e-mail however is not the addressee.
But there’s yet another field that you should know about, labeled “Bcc…,” which means “Blind carbon copy,” or even the updated version, “Blind courtesy copy.” This industry is for the names of anyone that demands a copy of your e-mail with no other individuals (inside the “To…” and “Cc…” fields) knowing about it. That’s why it’s called “Blind.”
“But wait a minute,” you might be saying. “I don’t possess a “Bcc” field just right after the “Cc” field within my version of Outlook.” Whenever you launch a brand new mail message, you might have “To…,” “Cc…,” and “Subject…”–nothing more. That’s because “Bcc” is over a toggle; you are able to turn it on and off out of your “View” menu. In case your “Bcc…” is not showing, it is possible to turn it on when you find yourself in a mail message by visiting the “View Menu” and selecting “Bcc Field.” A checkmark will show up as well as the field will become visible on top of your mail message, just above “Subject…”. (Similar applications should also give you the solution 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 probably the most important.
Use Bcc to protect privacy – When an e-mail is brought to a complete population group with all of their names within the “To…” or “CC…” fields, every one of them has access to the e-mail address of all the others. Normally this would not a problem internally, but in case you are sending an e-mail to employees in addition to some away from 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 as well as other unwanted e-mails.
Use Bcc to maintain upper management informed – Sometimes you are sending an e-mail message with a manager’s request, and you would like to let the manager know that you complied. It might not be useful, however, to help make the manager’s name visible in blind copy email because this may add stress or cause unnecessary concern for that addressee. In the event you consider that to get ebdzxo circumstances, use Bcc for that manager’s copy. But this really is always a judgment call, because sometimes it is important for addressees to learn the manager is looking over their shoulder, particularly if you possess a tight deadline.
Use Bcc to help make your message more personal – Do you experience feeling differently about a message addressed solely to you personally versus one delivered to your company’s employees? The identical principle works within the opposite direction, as well. Should you place everyone’s name within the Bcc field, then each will have the impression which you wrote your e-mail only for them. Be mindful in your wording, however, because this tactic will backfire should your letter contains second-person plurals, such as “All you could be wondering…”.
Use Bcc to maintain an archive of the correspondence – This nifty trick depends of having or obtaining a separate e-mail address from the conventional business address. Place that address within the Bcc field, e.g., “[email protected],” and Outlook will send a duplicate of your e-mail to that address. This is often helpful in case you are wanting a simple way to keep track of all the e-mail you distribute 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. In case your addressee hits “Reply to any or all,” the reply will never go back to the BCC addressee(s). Yet still, that reply is probably not worded as carefully as it will be if the sender knew everyone placed in Bcc. To place it bluntly, this is the way people get insulted and feelings get hurt. In case you are dealing with an element that is the least bit touchy or even volatile, you will do well to stay away from Bcc.