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Outlook - The Bcc field in detail Tutorial

In this video, you will learn about the BCC field in Microsoft 365. The video covers the details of using the BCC field and its importance in email communication.
This will help you understand how to effectively use the BCC field to send emails without revealing the recipients' email addresses to others.
Mastering the BCC field in Microsoft 365 will enhance your email privacy and communication skills.

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Description

Objectifs :

This document aims to provide a comprehensive guide on using the BCC (Blind Carbon Copy) field in email communication to maintain recipient privacy, along with instructions on how to configure the From field for sending messages from different email addresses.

Chapitres :

Understanding the BCC Field
The BCC field is a crucial feature in email communication that allows you to send messages to multiple recipients without revealing their identities to each other. When you add recipients to the BCC field, they will not be visible to others receiving the email, ensuring confidentiality.
Default Email Fields
When composing a new email, you typically see the 'To' and 'CC' (Carbon Copy) fields. The 'To' field is for primary recipients, while the 'CC' field allows you to send a copy of the email to additional recipients. However, all recipients in these fields can see each other's email addresses.
How to Use the BCC Field
To utilize the BCC field, follow these steps: 1. Open a new email. 2. Navigate to the 'Options' tab in your email client. 3. Click on the 'BCC' button to display the BCC field. 4. Enter the email addresses of the recipients you wish to keep confidential in the BCC field. 5. Send the message. This adjustment is a one-time setup; once activated, the BCC field will appear in future emails until you choose to hide it again.
Privacy Considerations
Recipients in the BCC field will not be able to see each other's addresses, even if they use the 'Reply All' function. This feature is essential for protecting the privacy of individuals and maintaining confidentiality in group communications.
Accessing BCC Recipients
If you need to check who was included in the BCC field after sending an email, you can find this information in your 'Sent Items' folder. Only the sender can view the BCC recipients.
Using the From Field
Another useful feature is the 'From' field, which allows you to send emails from a different email address. This can be beneficial if you want to prevent recipients from contacting you directly. To use this feature, ensure that your account is configured as a delegate or that you have multiple email accounts set up in your email client.

FAQ :

What does BCC mean in an email?

BCC stands for 'Blind Carbon Copy'. It allows you to send an email to multiple recipients without revealing their email addresses to each other.

How do I enable the BCC field in my email?

To enable the BCC field, go to the Options tab in your email client and click the BCC button. This will display the BCC field for future emails.

Can recipients see who is in the BCC field?

No, recipients cannot see who is in the BCC field. Only the sender can view the email addresses included in the BCC field.

What happens if I click 'Reply All'?

If you click 'Reply All', your reply will be sent to everyone in the To and CC fields, but not to those in the BCC field.

How can I send an email from a different address?

To send an email from a different address, you need to configure your account as a delegate or set up multiple email accounts in your email client.

Why should I use BCC?

Using BCC helps protect the privacy of recipients by keeping their email addresses confidential and preventing them from seeing each other's information.

Quelques cas d'usages :

Sending a Newsletter

When sending a newsletter to a large group of subscribers, using the BCC field ensures that individual email addresses remain private, protecting subscriber confidentiality.

Organizing a Team Meeting

When inviting team members to a meeting, using BCC can help keep the email addresses of external participants confidential while still allowing them to receive the invitation.

Managing Client Communications

In client communications, using BCC can help maintain the privacy of clients' email addresses when sending updates or information to multiple clients.

Sending Job Applications

When applying for jobs, candidates can use BCC to send their application to multiple recruiters without disclosing other applicants' email addresses.

Protecting Sensitive Information

In situations where sensitive information is shared, using BCC can help ensure that recipients do not have access to each other's contact details, enhancing privacy.

Glossaire :

BCC

BCC stands for 'Blind Carbon Copy'. It is a field in an email that allows the sender to include recipients without revealing their email addresses to other recipients.

CC

CC stands for 'Carbon Copy'. It is a field in an email that allows the sender to send a copy of the email to additional recipients, whose addresses are visible to all other recipients.

To field

The 'To' field is where the primary recipients of the email are listed. All recipients in this field can see each other's email addresses.

Options tab

The Options tab in an email client is where users can access various settings and features, including the ability to display the BCC field.

Reply All

Reply All is a function that allows a recipient to respond to an email and send their reply to all other recipients in the To and CC fields.

Sent Items

Sent Items is a folder in an email client where copies of sent emails are stored, allowing users to review their sent messages.

Delegate

A delegate is a person who has been given permission to manage another person's email account, including sending emails on their behalf.

Available in Microsoft365

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to hide the names and addresses

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of recipients, you can use the BCC field,

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which means blind carbon copy.

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By default, a new email has a To field

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and a CC field, which means carbon copy.

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When you send a message, recipients

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will know both the sender and all the recipients.

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If you do not want recipient names

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to be visible to other recipients

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of the message, you will need to add them

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in the BCC field.

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To display this field not available

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by default, go to the Options tab

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and click the BCC button.

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Then, enter the names in this field, and send the message.

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This manipulation is only to be done once,

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then the application will display

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this field all the time until you uncheck this option.

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Recipients can still display addresses

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in the To and CC fields, but not in the BCC fields.

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Even if they click on Reply All, they will not be able

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to display or send their reply to the people

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in the BCC field.

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Also note that the people in the BCC field

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cannot see this field.

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Only you can see who was in the BCC field of a message.

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To open the original message and find

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the recipients in the BCC field,

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check in your Sent Items.

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This function can be used to protect

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the privacy of individuals

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and keep their names confidential.

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Finally, another field which is not visible

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by default is the From field to send

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the message using another email address.

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In this way, the recipients will not be able

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to contact you directly.

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To do this, you must have your account configured

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as a delegate or have multiple email accounts

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configured on your Outlook.

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