How to bcc an email in outlook

Overview

Blind Carbon Copy, or BCC, is a crucial feature in email communication that allows you to send a message to multiple recipients without revealing their email addresses to each other. This is particularly useful for maintaining privacy, sending mass emails, or when you want to discreetly include someone on an email thread. In Microsoft Outlook, accessing and using the BCC field is straightforward once you know where to find it.

Why Use BCC?

The primary reason for using the BCC field is to protect the privacy of your recipients. When you send an email with multiple recipients in the 'To' or 'CC' fields, all recipients can see each other's email addresses. This can be problematic for several reasons:

• Privacy Concerns: Recipients may not want their email addresses shared with a large group of people they don't know.
• Spam Prevention: Sharing email lists can inadvertently contribute to spam, as addresses may be harvested by malicious actors.
• Professionalism: In professional settings, especially when sending to external parties, it's generally considered more professional to keep recipient lists private.
• Organizing Communication: BCC can be used to keep a supervisor or a specific individual informed about a conversation without making them an active participant or revealing their involvement to others.

How to BCC an Email in Outlook

Outlook, by default, hides the BCC field to keep the compose window cleaner. However, you can easily make it visible. The process is slightly different depending on whether you are using the desktop application or Outlook on the web.

For Outlook Desktop Application (Windows and Mac)

1. Open a New Email: Start by clicking 'New Email' or replying/forwarding an existing email.
2. Locate the 'Options' Tab: In the compose window, look for the ribbon menu at the top. You should see tabs like 'Message', 'Insert', 'Format Text', and 'Options'. Click on the 'Options' tab.
3. Show the BCC Field: Within the 'Options' tab, find the 'Show Fields' group. You will see buttons for 'BCC' and 'Subject'. Click on the 'BCC' button.
4. Add Recipients: The BCC field will now appear just below the 'To' and 'CC' fields. You can click into this field and start typing the email addresses of the recipients you wish to BCC. These addresses will be hidden from everyone else receiving the email (including those in the 'To' and 'CC' fields).

Note: Once you reveal the BCC field in one email composition, it will typically remain visible for subsequent emails within that Outlook session or profile. If it disappears again, simply repeat the steps.

For Outlook on the Web (Outlook.com / Microsoft 365 Web Access)

1. Open a New Email: Click on 'New mail' or reply/forward an existing email.
2. Find the BCC Option: In the compose window, look at the top right corner of the 'To' field. You should see an option that says 'BCC'. Click on it.
3. Add Recipients: The BCC field will appear. Enter the email addresses of your BCC recipients here.

Tip: If you don't see the 'BCC' option immediately, it might be hidden under a '...' (More options) menu, depending on your screen resolution and Outlook version.

Best Practices for Using BCC

• Always double-check recipients: Ensure you have added the correct addresses to the BCC field before sending.
• Use BCC judiciously: While useful, overuse can sometimes confuse recipients about the primary audience.
• Consider the 'To' and 'CC' fields: Use the 'To' field for the primary recipients and 'CC' for those who need to be informed but not necessarily act. Use 'BCC' for privacy or discreet inclusion.
• When in doubt, ask: If you're unsure whether to use BCC, CC, or To, consider the purpose of the email and who needs to be directly involved versus informed.

By following these steps, you can effectively utilize the BCC feature in Outlook to manage your email communications with enhanced privacy and professionalism.