The BCC Field in Email – inQuo’s Tech Tip Tuesday Newsletter

inQuo Computer Support in Salt Lake City - Tech Tip Tuesday NewsletterA few weeks ago, we talked about email hoaxes, and the use of the BCC field.  We received a few inquiries about the BCC field, so here is the scoop on that and other little-known features of email.

  • BCC means Blind Carbon Copy.   Not be mistaken with BFF, which your pre-teen daughter probably has a dozen or so.  If any of you call any of your associates a BFF, then we may need to talk privately.
    • Let’s say you want to send a newsletter to the contacts in your email database.  Perhaps some of those contacts would appreciate it if you did not share their email address with every single person on your mailing list.  BCC helps you accomplish that.  Every email address you add to the BCC field is hidden from view from everyone else.  How sweet is that?
  • Distribution Lists or Mailing Lists – When you want to send a bunch of people emails on a regular basis, it can be rather time consuming to enter each name or email in your BCC field (get it, we just talked about the BCC field).  Wouldn’t it be nice to just type the name of a list that you have created and know that everyone in that list will receive the email that you have painstakingly written?
    • Outlook can easily create distribution lists, but make sure you keep the number of emails under 50 for each list.  Go into contacts, click NEW–DISTRIBUTION LIST and you can start adding your contacts.
  • Spell-check – Ok, the spell-check features of nearly every email program, including web based email, has improved significantly over the last few years.  So use it people!
    • Most web based email programs will underline in red dots the words that may be misspelled.  Simply right click on the word, you will most likely get the correct spelling, and it will change automatically for you.
  • Vacation and other Auto Responders.  If you are on vacation or going to be away from your email access for a significant amount of time, most email programs and web based email providers have options for you to setup an auto-response.
    • In Outlook, unless you are connecting via an Exchange server, you have to keep the Outlook program running on your computer for the auto-reply to work.  Most web based emails circumvent that requirement.
    • Click here for the instructions on sending an AutoResponder on your GMAIL account.
    • Click here for the instructions on setting a Vacation Response in Yahoo Mail.
  • Delay Send.  If you are one of those impulsive email senders, then the Delay Send feature might save you from some embarrassment.  Before you tell off your boss, check out these options for Delay Send.
    • Outlook offers this as a feature, and it is easy to setup.  Just click here for instructions.
    • Gmail can automatically delay sending emails for five seconds, which does not seem like enough time, but as long as you know where the undo button is, you are saved.
Web mail programs are becoming more robust, and offering many of the same features as email clients like Outlook and Thunderbird.

To learn more about email features, click the Help section for your mail provider for many valuable tips.

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