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How to Use BCC in Email – A Walk-through Guide

How to use BCC

Want to learn about the BCC feature and how to use it?

You’ve come to the right place.

The BCC field can be a useful tool to send emails to multiple recipients – provided you know what you’re doing!

In this article, I’ll show you how to use it. Additionally, I will also give you a more straightforward and powerful way to send emails to multiple people.

Here’s what we’ll cover:

  1. What Is the BCC Field?
  2. Problems with the BCC Method
  3. Better Than BCC: How to Send Emails to Multiple Recipients Using a Mail App

Here’s a breakdown of the terms I’ll be using in this article:

    1. Recipient – the person who receives your email.
    2. Primary recipient – refers to the main recipient of your email (the person addressed in the “To” field).
    3. BCC/CC recipients – recipients who receive copies of your email (they are not addressed in the “To” field, but “CC” or “BCC”).
    4. Email list/mailing list – a collection of email addresses that you use in your email.

What Is the BCC Field?

The BCC (“blind carbon copy”) feature helps you send an email to more than one recipient. When you enter an email address in the BCC field, that address receives a copy of the email sent to the primary recipient.

The primary recipient of a BCC’d mail will not be aware of the BCC’d recipient. In simpler terms, an address included in the BCC field is “blind,” or hidden from all other recipients of the email.

Although a BCC’d recipient can see the primary recipients, they won’t be able to tell who else was BCC’d on the email.

However, your BCC recipient will know that he or she was BCC’d on the email.

How?

The BCC label lets them know that they weren’t the only BCC recipients of your email.

BCC field

How Is BCC Different From CC?

Most webmail clients and apps come with a Blind Carbon Copy (BCC) and Carbon Copy (CC) feature. While both these features help you to send an email to multiple email recipients, they differ in intent.

What makes them different?

The difference between the add BCC and add CC field lies in the privacy of the recipient. With the CC feature, the email addresses in the CC field are public to all recipients of the email. That lets everyone know who else is reading the message.

But with the BCC feature, any recipient in the BCC field is hidden. While everyone can see who is in the TO and CC fields, no one in the TO and CC fields can see the addresses in the BCC field.

How to Use the Blind Carbon Copy Feature

Here’s a walk-through guide on how to use the BCC field to send an email to multiple email recipients. I’m using Gmail, but the process is the same in any email client such as Yahoo Mail or Microsoft Outlook.

Step 1

Log in to your email account and click “Compose” to open the Compose window.

Step 2

Enter the primary recipient’s email address in the ‘To’ field of the new email. You can separate multiple addresses using a comma, space, or by pressing the enter key.

To add BCC recipients, click “BCC,” as shown below.

How to BCC

Step 3

Once you’ve clicked the “BCC” button, the BCC field will appear. Add the email ID of each hidden recipient in the field. Now you can compose the message and click “Send.”

BCC in email

Note – here, I’ve included Peter as the primary recipient, and I’ve put John on the BCC line. On receiving my email, Peter won’t know that I’ve sent a copy of the message to John. However, John will be able to see Peter as my primary recipient and himself as a BCC recipient.

When Should You Use the BCC Field?

1. When You Want to Maintain Privacy

There are instances where you want to respect your recipients’ privacy by not disclosing their email IDs. Alternatively, you simply don’t want the recipients to know who else was added.

This can be when:

  • You are sending emails to a list of multiple recipients, such as the members of a club.
  • Your boss/colleague wants to stay in the loop on emails with a customer, but without their knowledge.
  • Your client wants to be in the loop when you send emails to a third-party, without their email address being disclosed.
  • You are forwarding an email to a group and need to keep your boss or colleague in the loop.

In these cases, it’s helpful to use BCC. However, please note that this approach has problems, which we will discuss in a minute.

Using the BCC email feature helps you maintain the privacy of your recipients because:

  • Primary and CC’d recipients of the email can’t see addresses in the BCC field.
  • Your BCC’d recipients can’t see the email IDs of other BCC’d recipients.

2. When Someone Has Introduced You to Someone

When it comes to introductory emails, it’s polite to include the person who introduced you in your response mail. This notifies them that you’ve followed up on the introduction.

However, adding them in the To or CC fields makes them a recipient of all incoming messages to the original email.

By BCC’ing them, they will know that you’ve responded to the introduction.

Problems With the BCC Method

1. Unintentional Reply All

A BCC’d recipient may accidentally click “Reply to All” instead of “Reply” when responding to your emails.

Their response is broadcast to every address in the email chain, resulting in an embarrassing breach of privacy for the sender and irrelevant emails for the recipients.

2. Creates Suspicion Among BCC’d Recipients

As all your BCC email addresses know that they aren’t the only recipients of your message, it could create a sense of suspicion. They’ll start to question who else was copied to this mail, making it an inappropriate tool for formal conversations.

3. No Personalization

Whether it’s BCC in Outlook, Gmail, or any other email provider, the BCC feature doesn’t allow you to personalize your emails. When composing an email, you can only personalize it for your primary recipient.

Why?

If you add the names of your BCC’d recipients, they’re no longer hidden!

Without personalization, your BCC’d recipients will receive an email that omits their names and needs. It’s far harder to make a connection with someone by simply copying them onto a generic email or adding them to an email that wasn’t written for them. Plus, adding them in secret could make them wonder why you added them in the first place.

4. Error-Prone

Manually adding tons of email IDs is a tedious and error-prone process. You can:

  • Misspell an email address.
  • Forget to add someone.
  • Mistakenly add someone as a primary recipient.
  • Add a BCC recipient in the CC field.

The list is endless!

A Better Approach: How GMass Helps You Send Mass Emails

What Is GMass?

GMass is powerful email outreach software that makes it incredibly simple to send an email to multiple recipients from your Gmail inbox.

Its mass emailing features have made it a popular Chrome extension used by thousands of people and companies. Users range from business employees to individuals in charge of social societies such as clubs, schools, and churches.

If you send emails to multiple people, then GMass can help you. And it’s a lot easier than using BCC!

Why Using GMass Is Better Than Using BCC

1. Add Tons of Email Recipients in Seconds

Manually adding hundreds of recipients to your mass emails in a BCC or CC approach can be incredibly tiring. It’s also error-prone, as you may forget to add someone or mistakenly add the wrong ID to your email.

Luckily, GMass gives you two convenient, error-free ways to include tons of recipients in seconds:

a. Use GMass’s Build Email List Feature

The “Build Email List” feature is GMass’s powerful way to identify email recipients automatically. Instead of searching through your address book manually, enter a search term, and GMass will pull up all the relevant contact details!

For a detailed guide on how to use this feature, click here.

b. Use Google Contacts

If you’re using Google Contacts, you can select the contacts you want as recipients, and GMass automatically adds them to your address field. It’s a far more straightforward method than manually going through lists of email addresses to identify the right people.

2. Send Personalized Emails

A major issue with BCC’d emails is that they’re devoid of any personalization.

Your only option is to create a general email for all the recipients or sending your BCC recipients an email that only addresses the primary recipient.

As you can’t address each BCC’d recipient personally, you’re sacrificing your chances of making a personal connection with them. Some of them might even mark your email as spam.

Fortunately, GMass offers settings for automatic personalization of your emails. You can add email personalization variables, such as:

  • {FirstName}
  • {LastName}
  • {Company}

GMass uses the recipient’s email address and other data to find the personalization values and automatically adds them to each email addressed to that recipient.

It also provides you other features such as:

  1. Auto First Name Detection – the software accurately auto-detects someone’s first name from their email address. Using the {auto-first} personalization variable, you can insert a recipient’s first name anywhere in your email.

  2. Include personalized links – GMass will enable you to include customized links or URLs in your emails. For example, if you have to send unique files to each recipient in an email list, sending email attachments isn’t possible. But you can host these files in your server or a cloud drive like Dropbox or Google Drive and send customized links to those files through GMass.

  3. Include personalized images – you can personalize an email by including images unique to each recipient.

  4. Customize entire paragraphs of text – you can also personalize large blocks of text in your email message.
  5. Add multi-word names – in addition to {FirstName} and {LastName}, you can use {Name1}, {Name2}, {Name3}, and {Name4} for multi-word names. Name1 corresponds to the first word in the name, Name2 to the second word, and so on.

Click here for a complete guide to email personalization in Gmail.

3. Schedule Your Emails

You want your emails to reach the right people at the right time.

With GMass’s scheduling feature, this becomes a breeze.

You can craft your emails in advance and decide when to send them. Once the time arrives, GMass will automatically send the emails for you. This way, you don’t have to be there when your emails go out.

You can choose from a set of default times or enter a custom date and time to schedule your emails. If you need to reschedule your emails, you can find the related emails in your Drafts folder and edit them there.

Conclusion

Using the BCC feature to send an email to multiple recipients is a thing of the past. It’s impractical, time-consuming, and risky.

Why settle for that when you have modern tools to do the job for you?

With smart mail-merge programs like GMass, you can quickly draft, send, and manage mass emails in seconds.

It has tons of features for all your email sending needs, so why not download the GMass Chrome web extension today and try it for yourself?

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