Email Recipient Fields banner
When you write emails, how many email addresses do you add to the To field? What about the CC or BCC fields? If you want to receive appropriate responses, make sure you’re using the email recipient fields properly.

To field

You expect and want a response from these people.

Many people have rules about reading emails based on what recipient field their email is in. This can be done automatically or they can do it manually. If the person isn’t in the To field, they may either file and not read, or treat the email with less urgency. If you want someone to look at and respond to your email, make sure you put their email in the To field.

CC field

FYI only.

Again, someone who is listed in the CC field may file without reading, or treat the email with less urgency.

BCC field

FYI, but you don’t want the other recipients to know who is getting the email.

The most common usage is when you are emailing a group of people the same information, but they don’t need to be aware of the other people. Before using BCC, ask yourself why you are using it. Do they really need this email? Is it better to use a mailing list? Is it better to forward a copy of the sent email?

If you aren’t sure whether to use CC or BCC, ask yourself this: Does every recipient need to know who is getting this and their email addresses? Yes = CC, No = BCC.

Reply All Consideration

The dreaded “reply all” response. If any of the recipients use the “reply to all” feature to reply to your messages, all of the recipients listed in the To and CC fields will receive the reply, but not the BCC recipients.

Note that it is possible for a BCC recipient to hit “reply to all”, and reveal to the To and CC recipients that they were sent the email too. This can result in people questioning why that person was included, and who else was included that they don’t know about.

Remember: Someone, somewhere, saves a copy of every message you’ve ever sent them. Make sure you’re only sending them the messages they need. Tweet: Someone, somewhere, saves a copy of every message you’ve ever sent them. Make sure you're only sending them info they need. via @wrkreads
Email Saving

Want an easy to reference infographic? Feel free to use the below graphic, just please link back to Workaday Services.
Email Recipient Fields infographic

How to Use Email Recipient Fields Effectively
How to Use Email Recipient Fields Effectively

Leave a Reply

Your email address will not be published. Required fields are marked *