When you’re emailing someone to introduce them to another contact, you want both parties to see the email so that they can continue the conversation afterwards. Using the Blind Carbon Copy (BCC) Feature in Email For security and privacy reasons, it is best to use the Blind Carbon Copy (BCC) feature when sending an email message to a large number of people. Extra tip: You can also fill the “Have replies sent to” field with additional addresses of the people you “CC-ed” via the second copy to include them when a recipient presses “Reply”. You can also add new attachments if needed. Speaking from experience it was a real pain when you made a typo! Notably, the CC format allows everyone to see each other's email addresses, too. The Social Sloth doesn’t even know that CC exists. Is there any way to send out this email to everyone but only have the people in the To field receive the attachments but not the ones in CC and BCC? And, as training professional Dannielle Walz warns, misusing the CC option can lead to communication issues. Send messages TO the appropriate people. When you use a SMTP mail server and send your e-mail to the server, you can only send one copy of the message. Any more than this, and you should consider doing a mail merge or using newsletter software such as Mailchimp. That’s where Right Inbox comes in. This website uses cookies to improve your experience. Tip #4 and #5 give you two reasons you might want to do that. Replying to Forwarded email. If you’re replying to an email and you add recipients to the … Call out additions to the To or CC fields. Every recipient will be able to see all of the other email addresses, so make sure you have consent to share your contacts’ details. After sending your original message with attachments, go into your Sent Items folder and Forward the message to the rest. If you’re reading your emails on Outlook.com, you may have noticed that you can’t see all photo attachments in a message at once. As such, our list of when to use CC is relatively short: Use caution when keeping people “in the loop.” If you use it to excess, then you risk inundating your recipients with too many emails that they simply won’t read. In the original message, you might also want to include the names and or addresses of the people you CC-ed with an additional message for full disclosure reasons. Ask before adding: If you aren't sure whether to cc someone on correspondence, ask them if they'd prefer to be included. It can depend on how the e-mail is formatted, but in the vast majority of cases, a person who is CCed into a conversation will be able to see the prior conversations on that same e-mail chain. This is so that the images don’t fill up the entire screen. When email replaced traditional forms of office communication, it took on the existing language of paper-based memoranda. When you want to keep recipients hidden from people on the To: line, then you add them to the Bcc line. And if you know a Social Sloth, try gently educating them on best practices for CC’ing, and stick with it if they don’t pick it up right away. While CC is a useful tool both for saving time and improving communications, it’s often used too liberally, without proper consideration to some basic communication etiquette. Again, this is not best practice, and you should avoid using CC in this way. Use CC if you are doing a job on behalf of someone else so they can see the progress of the job . For instance, when you are applying for a job, HR specialists expect to find your resume attached to the email. The Cc: noted at the bottom of the letter let the person the letter was going to know who would get that “carbon copy”. Right Inbox is not affiliated with Google or Gmail. Kutools for Outlook - Brings 100 Advanced Features to Outlook, and Make Work Much Easier! It's too … There are certainly effective ways to foster a collaborative work culture, but excessive CC’ing is not one of them. There are several types of CC’ers that you should avoid – here’s a breakdown: You know the type. Members of a team who need to be kept abreast of a project. feature allows you to set up templates and easily insert them into an email whenever you need to, so you don’t have to worry about writing the same emails over and over again. Using CC for passive-aggressive or point-scoring reasons is not good practice and should be left alone. However, many common file types, like Word documents and images, can be viewed within a browser window.If the attachment is an image, you'll also see a smaller copy of the image—called a thumbnail—inside the body of the email. If you can, check with the person who supposedly sent the message to make sure it's legitimate before opening any attachments. Unfortunately, this is something Outlook cannot do and it’s actually not even Outlook’s fault as it is a limitation of the mail protocol (SMTP) itself. When people want/need a copy, they get exactly that: A full blown copy of the original in all its glory. CC (carbon copy) those who need to be aware of an issue. After sending your original message with attachments, go into your Sent Items folder and Forward the message to the rest. Think about whether each recipient really needs to be copied. Sending a carbon copy letter, also known as "cc'ing" someone, simply means that you intend to send the letter to multiple recipients. The abbreviation CC comes from “carbon copy.” By placing a sheet of carbon paper between two pieces of paper, the pressure from writing on the first piece of paper will push the ink from the carbon paper down onto the second piece of paper, producing an additional copy of the document. Today, copy machines and email have made the process much easier. I want to keep all the team members in the loop, but they obviously don’t need all the attachments as they already have it. Depending on your answers, consider moving appropriate contacts into the To field instead. Introducing new people. Sometimes you'll receive emails that contain attachments.Generally, you will need to download an attachment to view it. We'll assume you're ok with this, but you can opt-out if you wish. It eliminated the need to type the same document multiple times. In that case, I don’t care how many attachments it has as long as the recipients are allowed to receive them. As good as Gmail is – and don’t get us wrong, we love Gmail – there are some things that it just doesn’t do right out of the box. If you don't see the Cc and Bcc fields, you have to look for them. When you send or CC Y a message, the part of the chain they'll receive can be made visible by clicking the "..." on the bottom of what you're sending. ... Don’t CC someone in if you are expecting them to respond to the email. In Gmail, you can CC up to 100 recipients in any one email. Realize it is normal to feel this way, and you're not the only one to experience them. According to a study of 584 people, 345 people said that they trusted their coworker less when they CC’d their boss on an email. Overpopulating the CC field can be extremely distracting to any recipient opening a new email, so ideally keep the CC field to no more than three or four recipients. This includes email messages that appear to be from your internet service provider (ISP) or software vendor and claim to include patches or antivirus software. This would be more a solution for informational messages for which you don’t expect a reply or for the people who were in BCC since the To recipient(s) wouldn’t have seen them anyway and a Reply All would not have addressed any of the BCC recipients either. For example, email tracking lets you know who opened your emails and when, while our email templates feature allows you to set up templates and easily insert them into an email whenever you need to, so you don’t have to worry about writing the same emails over and over again. This would be more a solution for informational messages for which you don’t expect a reply or for the people who were in BCC since the To recipient(s) wouldn’t have seen them anyway and a Reply All would not have addressed any of the BCC recipients either. Now, here's something odd. They send you emails that barely make sense and only include a few words. Don’t forward large attachments unless you really need to. You’d then only provide the links to these documents and files within your email. But they cannot see the BCC field which means that if you BCC someone on an email, the other people who received the same email will not know. Opening attachments. It isn’t mean maliciously – they’re just trying to keep everyone in the loop. This becomes an issue when everyone is included in every email in an attempt to foster team spirit and make sure no one is left out. Why email clients send the attachment to all recipients. If the CC or BCC recipients feel they only need to keep the text and not the attachments, it is easy enough for them to remove it themselves. Many employees have had times when they’re working through their emails for the day and CC their boss on a message to a colleague. Every recipient email address you enter into the “to” and “cc” fields will be able to see each other. The last thing you want to do in an email chain is double up your replies or bring up points that have already been raised and discussed. 2. Your e-mail client compiles a list of recipients from its To, CC, and BCC fields. This pattern of communication is extremely inefficient and wastes everyone’s time. It’s up to you whether you add the new contact in the To or the CC field here, although using CC is perfectly acceptable. If you click REPLY (on that doc) the email will usually maintain the same format leaving the CC in place. Whether you're emotionally attached to someone you had a relationship with or someone you can't have because they are with someone else, there are productive ways to cope with your emotions. Some people refer to CC as “courtesy copy,” which better describes what a CC actually is. These days, an email CC means you sent a copy of a message to someone other than the direct recipient – it's an easy way to keep vested parties in the loop on a subject. When you tell someone to “see the attached …” or “find the attached …”, there is an underlying assumption that they were expecting this attachment at some point. You can always test this by sending and replying to yourself a few times to build up a chain and then experimenting on it. This can admittedly be a hassle, especially because CC threads can end up ridiculously long. Defenders of the BCC (blind carbon copy) will point to appropriate examples. The CC will only see the reply if you leave them attached to your reply. But next time you compose an email, take a minute to consider whether CC-ing is helpful or necessary. There could be sensitive information deep in the existing thread that the new contact shouldn’t see. Here are suggestions on how to overcome emotional attachment. You want to only forward the actual “guts” or content of the email that you are of the opinion is valuable. If the attachments are “for To eyes only”, I send a second message. When used liberally and unthinkingly, CC’ing can cause unintended problems. We use CC regularly to cover our backs and to ensure that everyone is kept “in the loop” whether they need to be or not. Click here to install Right Inbox for Gmail. Once you’ve clicked Send, your email will be sent to both your primary recipient in the To field, and to any email recipients you’ve included in the CC field. For example: In Gmail, select either Cc or Bcc (or both) in the upper right corner of a new message. With Right Inbox, you can turn your Gmail interface into a productivity powerhouse with features like email tracking, email templates, and email reminders. Don’t be that person. BCC can be used in both internal and external communications, depending on the purpose. Using CC in current email language means you’re sending an email not only to the primary recipient in the “To” field, but also to one or more secondary recipients. You can now remove the attachments and also write a small note that you forwarded it without attachments so people won’t mail you back with “You forgot the attachments!”. Say you’ve been in email communication with a colleague and then suddenly decide that another colleague might also benefit from being included in the thread. Why might you use BCC? The study also pointed out that trust across the organizational culture is likely low if this is happening frequently. The people who need to read it can download them on demand. As we all know, when sending emails with attachments, all recipients, no matter “To”, “CC” or “BCC”, will surely get the attachments. If you do want a recipient to respond or act, then technically they should be put in the To field. When I try to open the attachment myself from the email form, when I click on the icon to open it all I see is a 'Remove' instruction. In the past, sending a carbon copy letter was a time-consuming process. You can remove whatever you don't want them to see. Unless it’s been requested or is absolutely necessary, your colleague may not appreciate it. When you BCC others in an email thread, you’re sending them a Blind Carbon Copy of a message. Your BCC’d recipients can’t see the email IDs of other undisclosed recipients in the BCC list. For instance, they will say that they BCC the legal department or Human Resources about sensitive issues so that they can see the conversation. It’s up to you whether you add the new contact in the To or the CC field here, although using CC is perfectly acceptable. Most people know what happens when they address mail TO: people when creating a new message.However, they are less sure about the two other options: CC: ( The CC field is also incredibly useful for introducing people, or sending over contact information. If it makes you feel better, last night I had an e-mail from work, that had someone cc'ed on it that I really didn't want cc'ed on it. With this in mind, even if you have good intentions, think before copying your boss on an email to a coworker. 2. When you open te email the CC is attached. If you CC someone in an email, does the person who is CC'd view the reply? When you CC someone on an email—which means you're "carbon copying" them—it typically indicates that you want to keep them looped in on the conversation, but aren't necessarily looking for a response from them. CC criticism as a last resort: If you have something negative to say to someone, it's often better to do this face-to-face or even over the phone. That said, a quick scan of what has come before can save precious time further down the line. Additional Reading: How to Use Bcc Appropriately in Email. This can be a network share, a corporate website solution (such as SharePoint) or an FTP-server or one of the many file sharing web sites which are available today such as OneDrive and DropBox. As a general rule, we’d suggest that people who need to be kept in the loop are: When you’re emailing someone to introduce them to another contact, you want both parties to see the email so that they can continue the conversation afterwards. Then she tells you not to worry about it too much because she and her team have been marking all of their emails and other documents discussing the problems as “Attorney-Client Privilege” so that the team can write down whatever they want and it will never be seen by the customer. The Best Friend Boss is actually the boss, but they want to be your friend and for you to know that they are just part of the team. When Someone Has Introduced You to Someone We already spend so long inside our email inbox every day, so it’s important to do your part to reduce repetitive emails for both yourself and your colleagues. When you place email addresses in the BCC field of a message, those … In reality, this leads to everyone on the team receiving unnecessary emails and wasting time trying to sort through them all. Managers or colleagues who specifically ask to be CC’d on all or specific communications. For Macs: TextSoap 7.) Most of us get on with our day-to-day email correspondence without giving it too much thought. If you cannot take the time to write a personal comment. The email addresses you add to the “bcc” field will not be visible to the “to” and “cc” recipients or the … You can now remove the attachments and also write a small note that you forwarded it without attachments so people won’t … Gmail is a registered trademark of Google. Sound good? In all fairness, the second C stands for “Copy” so it does exactly as advertised. Like a physical carbon copy, a CC is a way of sending additional copies of an email to other people. I then 'replied' to say that that person shouldn't be … CC is a very useful tool, but only when used sparingly and with some consideration. I’ve been working in a team on a project and now am ready to submit it by email with quite a few attachments. From now on, when sending an email with attachments, only the recipients in To field can receive the attachments, and the recipients in CC and BCC can only get the message without attachments. They’re often looking out for themselves and use CC as a weapon by copying everyone into every email – making sure everyone sees everything. They’ll only see their own email address in the BCC line. That means they can’t see who else you sent the message to. that they trusted their coworker less when they CC’d their boss on an email. Normally when you send an email, recipients can see who else received the email because they can see the To and CC fields. Or you may have been called out by your manager for an action you’ve taken and been tempted to prove that they had already been copied into the relevant correspondence. 40 Ideas for Creating a Professional Email Address in 2021, How to Start an Email & 50 Email Greetings, Free Examples of Follow up Reminder Emails That’ll Get You Results, What Does CC Mean in Email, and When to Use It, How to Send an Email to Undisclosed Recipients in Gmail. Don’t send attachments to CC and BCC recipients, Reply/Reply to All with original attachments, Hiding recipients with distribution lists, Let users decide their Microsoft 365 Apps (Office 365) Release Channel, Send/Receive button doesn’t work for Exchange and Outlook.com accounts, No dark Reading Pane in Outlook with Black Theme (Sun/Moon button), Starting Outlook as an Administrator on Windows 10, Do not display “Top Results” when searching, Outlook can’t send after upgrading to Windows 10, Setting the Sent Items folder for IMAP accounts in Outlook 2013 or Outlook 2016, Links do not open: This operation has been cancelled due to restrictions, Outlook for Microsoft 365 Apps Feature Update for March 2021, Outlook 2016 / 2019 / 365 Update for March 2021, Outlook 2007, Outlook 2010, Outlook 2013 and Outlook 2016. Send the attachment to view it them attached to the server, ’! Than this, and you should consider doing a mail merge or using newsletter software such as Mailchimp then on! 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