Master CC & BCC in Emails: Your Guide to Professional Etiquette

Look at your email program, and you'll see the "From" address (that's you!) and the "To" address (that's the primary recipient). You'll also likely see options for CC and BCC. Do you know what they stand for, how to use them correctly, and why they are crucial for professional email etiquette?

If the answer is no, this guide is for you!

Understanding and properly using CC and BCC boxes in your email program plays a significant role in professional email communication. They can help you keep relevant individuals informed about project progress or discreetly share information on sensitive topics. Mastering these simple functions will help you communicate more effectively and efficiently.

Read on to become a CC and BCC expert. We'll cover what they mean, when to use them, and the key differences, along with essential etiquette tips.

What Does CC Mean in an Email?

CC stands for "Carbon Copy." This term is a throwback to the days before digital communication when people used carbon paper to create duplicates of written documents, like receipts or letters. Writing on the top sheet transferred an exact copy onto the sheet below via the carbon paper.

In the context of email, the principle is similar:

When you CC someone on an email, they receive a copy of the email that is primarily addressed to the person(s) in the "To" field.

Crucially, everyone who receives the email (both in the "To" and "CC" fields) can see everyone else who has been CC'd. This information is not hidden.

Why Would You Use CC in an Email?

CC is primarily used to keep someone informed about an email conversation when they have a relevant interest but are not required to take direct action based on the email's content. Think of it as "For Your Information."

Using CC intelligently is key. Avoid the common pitfall of CC'ing everyone unnecessarily, which can clutter inboxes and dilute the importance of messages.

Here are some common scenarios for using CC:

• Keeping your team leader informed when requesting leave from a manager.
• Copying your supervisor when sending an important email to a client.
• Including a colleague on an important discussion before you go on vacation.
• CC'ing a project team when sending specific instructions to one member.

Before adding an email address to the CC field, ask yourself:

• Is this information relevant to this person?
• Will they benefit from being kept informed?
• Am I sharing this for their information or expecting them to act?
• Do I want the primary recipient(s) to see that I've included this person?

If you're using CC for information and are comfortable with the primary recipient(s) seeing who is copied, then using CC is likely appropriate.

How Do You CC Someone on an Email?

Adding a recipient to the CC field is straightforward in most email programs:

Open your email client and compose a new email.

Enter the primary recipient(s) in the "To" field.

Look for and click on the "CC" button or link to reveal the CC field.

Enter the email address(es) of the person(s) you want to carbon copy. You can add multiple addresses separated by commas or semicolons.

Compose your email and send it.

It's that simple! However, understanding the etiquette is just as important as knowing how to use the function.

CC Email Etiquette: Do's and Don'ts

Thoughtless use of CC can lead to overflowing inboxes and frustrated colleagues. Follow these guidelines for effective CC usage:

• Do use CC when the information is relevant for someone to stay informed but no action is required from them.
• Don't use CC if you need someone to take a specific action; they should likely be in the "To" field.
• Do use CC sparingly and intentionally.
• Don't just CC everyone out of habit; respect others' inboxes.
• Do use CC when you are comfortable with all recipients seeing who else received the email.
• Don't use CC if you need to share information discreetly.
• Do check your recipient fields before sending, especially in professional contexts.

What Does BCC Mean in Email?

Building on your understanding of CC, let's look at the "B". BCC stands for "Blind Carbon Copy." The core concept is the same as CC – providing a copy of the email to someone – but with a critical difference:

When you BCC someone on an email, they receive a copy, but the primary recipient(s) and anyone in the CC field cannot see that the BCC recipient received the email.

The identity of BCC recipients is hidden from everyone else on the email thread. Because the primary recipient is unaware of the BCC recipient, they cannot include the BCC person in any replies.

Why Would You Use BCC in an Email?

BCC is used when you need to share an email with someone privately, without the knowledge of the primary recipients or those in the CC field. While it can sometimes be perceived as secretive, there are legitimate and professional reasons for using BCC:

• Sending an email to a large group where you want to protect everyone's privacy by not sharing their email addresses with each other (e.g., sending a newsletter or an announcement to a mailing list).
• Discreetly keeping a supervisor or another party informed about a sensitive conversation (use with caution and ensure it aligns with your company's policies).
• Forwarding an email to another one of your own email accounts for record-keeping without the original sender knowing.
• Introducing two parties by putting one in the "To" field and BCC'ing the other, suggesting they can connect directly. (Consider other introduction methods first, but this is an option).

Using BCC requires careful consideration of privacy and context. Ensure you understand your organization's policies regarding email monitoring and communication when using BCC for sensitive matters.

How Do You BCC Someone on an Email?

The process for using BCC is very similar to using CC:

Open your email client and compose a new email.

Enter the primary recipient(s) in the "To" field.

Look for and click on the "BCC" button or link to reveal the BCC field. (Sometimes you might need to click CC first, and the BCC option appears next to it).

Enter the email address(es) of the person(s) you want to blind carbon copy.

Compose your email and send it.

Remember, once the email is sent, the BCC recipients are invisible to everyone except you (the sender).

BCC Email Etiquette: Do's and Don'ts

Using BCC appropriately is essential to maintain trust and professional conduct.

• Do use BCC when sending emails to a large, impersonal group to protect recipients' email addresses.
• Don't use BCC to hide communication unnecessarily, especially in collaborative environments, unless there's a clear, ethical reason (like a formal complaint process).
• Do use BCC if you need to keep a private record of communication in another account.
• Don't use BCC if you expect the BCC recipient to reply directly to the email thread (as they won't be included in subsequent replies unless they choose to reply to everyone).
• Do be aware of your company's policies on email monitoring and the appropriate use of BCC.
• Don't use BCC for purposes that could be seen as deceptive or violate privacy.

What's the Difference Between CC and BCC in an Email?

The fundamental difference between CC and BCC lies in visibility:

• CC (Carbon Copy): Used to share a copy of an email for informational purposes. All recipients (To and CC) can see who has been included in the CC field.
• BCC (Blind Carbon Copy): Used to share a copy of an email privately. Only the sender can see who has been included in the BCC field; other recipients (To and CC) are unaware of the BCC recipients.

Think of your email fields like this:

• From: You (the sender)
• To: The primary recipient(s) – the email is directly addressed to them, and action may be required.
• CC: Recipients who receive a copy for information; their addresses are visible to all other recipients.
• BCC: Recipients who receive a private copy; their addresses are hidden from all other recipients.

Conclusion

While CC and BCC might seem like minor features, understanding and using them correctly is vital for effective and professional email communication. They are simple concepts: CC for visible copies to keep others informed, and BCC for invisible copies to share information privately or protect recipient privacy.

By using CC and BCC intentionally and following basic etiquette, you can avoid cluttering inboxes, protect privacy, and ensure your messages reach the right people in the right way, boosting your productivity and professional image.

SEO FAQ

Q: What does CC mean in email? A: CC stands for Carbon Copy. It's used to send a copy of an email to someone for their information, and their email address is visible to all other recipients (To and CC).

Q: What does BCC mean in email? A: BCC stands for Blind Carbon Copy. It's used to send a private copy of an email to someone. Their email address is hidden from the primary recipients (To) and anyone in the CC field.

Q: When should I use CC in an email? A: Use CC when you want to keep someone informed about an email conversation, but they are not the primary recipient and are not required to take direct action.

Q: When should I use BCC in an email? A: Use BCC when you want to send a copy of an email to someone discreetly, without the other recipients knowing. It's commonly used for sending emails to large groups to protect privacy or for private record-keeping.

Q: Can a recipient see who has been BCC'd on an email? A: No, recipients in the "To" or "CC" fields cannot see who has been included in the "BCC" field. The BCC list is visible only to the sender.

Q: What is the main difference between CC and BCC? A: The main difference is visibility. CC recipients are visible to everyone on the email. BCC recipients are hidden from everyone except the sender.

Q: Is it considered bad etiquette to use CC or BCC? A: No, using CC and BCC is standard practice. However, using them thoughtlessly (like CC'ing everyone unnecessarily) or using BCC for deceptive purposes can be considered poor etiquette. Use them intentionally and appropriately.