What is a BCC Email & How Can I Use It Correctly?

What is BCC? BCC stands for Blind Carbon Copy, and it is an email feature that allows you to send copies of an email to additional recipients without revealing their email addresses to others on the email.

As such, recipients in the BCC field are invisible to other email recipients. This feature provides a layer of privacy and discretion in your email communications.

Using BCC emails in this way is especially useful when sending mass emails to multiple people who may not know each other. In some cases, it may even be necessary to use BCC to protect privacy.

Using BCC also helps to reduce clutter in your recipients’ inboxes and prevents the chance of accidental “reply-all” scenarios that can lead to messy, unnecessary email threads.

CC stands for Carbon Copy, while BCC stands for Blind Carbon Copy. Understanding the difference between these email features is crucial for effective email communication.

Let’s explore precisely what both CC and BCC mean.

• The CC function: When you CC someone, their email address is visible to other primary recipients. People use CC when they want to keep someone in the loop, deem it acceptable for others in the email to know that they’re included.
• The BCC function: BBC recipients are hidden from other recipients. People use it instead of CC for various reasons. Perhaps they are sending copies to additional recipients discreetly, or perhaps it’s merely a case of reducing clutter for multiple recipients.

In business settings, it's also commonplace to notify email recipients if one person is being moved to BCC. For example, in an email containing three intended recipients, if one person is being moved to BCC, it's best practice to inform all of the recipients that this is being done. This helps with transparency and builds trust.

Sometimes, it's better to show rather than tell. Here are some use cases for each email feature.

1. If you want to include additional recipients openly

Example: You’re coordinating a project and sending an email to a team member. You CC their manager to keep them informed. Everyone is aware of who is included, and everyone stays on the same page. This promotes transparency.

2. If the email is not confidential

Example: Sending out the minutes of a meeting to all attendees and CC'ing other departments that might benefit from the information. Since the content is suitable for all, CC is appropriate in this scenario.

3. If transparency is important for all parties

Example: When finalising a contract, you email the client and CC the relevant legal teams. This keeps all necessary parties in the loop.

4. If you need to protect recipients' email addresses

Example: You’re sending an announcement to a large group of clients who don’t know each other. Using BCC means you avoid sharing their email addresses without their consent. This is proper practice to respect their privacy.

5. To send mass emails where recipients don't know each other

Example: You’re sending marketing emails, perhaps a promotional offer to a subscriber list. Placing all recipients in the BCC field keeps their contact info private from others on the list. Since there could be many subscribers, using BCC avoids the clutter of seeing all those email addresses in the CC field.

6. To prevent reply-all chains in large group emails

Example: You want to share a company-wide update that doesn't require responses. By BCC'ing all employees, you avoid potential reply-all emails that could clutter inboxes.

Adding recipients in the BCC field is simple and intuitive, but it does vary slightly depending on the email client you use. Here's how to use BCC in the most common email platforms:

How to use BCC in Gmail?

• Step 1: Click on the "Compose" button to start a new email.
• Step 2: In the new email window, click on "BCC" on the right side of the "To" field.
• Step 3: Enter the email addresses of your BCC recipients into the BCC field.
• Step 4: Write your email as usual.
• Step 5: Click "Send" to deliver your email to all recipients.

How to use BCC in Microsoft Outlook?

• Step 1: Click on "New Email" to start composing.
• Step 2: In the "Options" tab, click on "BCC" to bring up the BCC field.
• Step 3: Type the email address into the BCC field.
• Step 4: Draft your email content.
• Step 5: Click "Send" to send emails.

How to use BCC in Apple Mail?

• Step 1: Click on "New Message."
• Step 2: Go to "View" in the menu bar and select "BCC Address Field."
• Step 3: Enter recipient email addresses in the BCC field.
• Step 4: Write your email.
• Step 5: Click "Send" to send your email.

There are a few things to bear in mind as you use the BCC feature.

• Use sparingly: Using BCC can sometimes lead to misunderstandings. For example, if the recipients discover that others were included via BCC without their knowledge, it can lead to awkward comments based on feelings of mistrust or suspicion.
• Be transparent: In many cases, openness can be more effective (or even necessary). Consider whether it's appropriate to keep recipients hidden, as outlined in the scenarios above.
• Avoid sensitive information: Do not use BCC to share confidential information. BCC does not guarantee security.
• Communicate clearly: If you want somebody to take action, it’s always better to include them in the “To” or “CC” fields instead.

Finally, let’s ensure you’re not believing any misconceptions about BCC:

• BCC does NOT guarantee privacy: While BCC hides addresses from recipients, it doesn’t encrypt the email. Forwarding the email can still expose information, as can security breaches.
• Recipients WILL know they’re BCC’d: They know they’re BCC’d; they just won’t be able to see other BCC’d addresses.
• It ISN’T rude to use BCC: Using BCC is a valid option in certain cases; it isn’t inherently rude. It’s the misuse of BCC that can lead to trust issues.

Understanding how to use BCC effectively can enhance your email communication. It’s a useful feature to protect privacy and reduce clutter. Remember to use it thoughtfully, adhering to best practices to maintain professionalism and avoid any email mishaps.

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