Sending to Multiple Recipients

Blind carbon Copy (‘Bcc:’)

If you’re sending an email to multiple recipients who don't need to know each other's email address, use Blind Carbon Copy (Bcc) instead of Carbon Copy (Cc).

How to enable the Bcc (Blind Carbon Copy) Field in Outlook 2007 and 2010

  • Open a new message and select the 'Options' tab
  • Click Bcc / Show Bcc - A Bcc field will appear in each new message. 
  • Enter addresses into the Bcc field to avoid other recipients seeing them.

Remember to double check the To:, Cc: and Bcc: fields before you send your email. Be extra careful if you are using Outlook’s auto-complete feature which adds names in as you type.

If you wish to send a copy of an email to a third party without the knowledge of the intended recipient, it is better to forward a copy of the email rather than use the Bcc: field. Bcc: recipients may ‘reply to all’, unintentionally leaking that blind copies were sent.

Reply All

The ‘Reply All’ function should only be used when you are sure that all recipients need to see your reply. Be especially careful when dealing with sensitive information.

University Mailing Lists

Mailing lists are a convenient way for groups to exchange information; different list types are available depending on your requirements. Use the following guidance to determine which type of list is most appropriate, especially if list member confidentiality and privacy are a concern, or contact the IT Service Desk for advice.

The following documents and links offer further guidance on the use of email and mailing lists:

  1. University Mailing Lists
  2. Email Etiquette
  3. University Email Retention and Usage Policy
  4. Managing Emails as Records

 

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