Tip 402: Using BCC

A question from a mailing list:

“Is it possible, using Outlook, to create a group(called All) of “send to” email addresses and have the header arrive at each location looking like this:

From: OutlookTips [mailto:tips@outlook-tips.net]
Sent: Tuesday, February 06, 2007 11:03 PM
To: All@slipstick.com
Subject: Upcoming events

Without listing that individuals name in the To: slot, just All@slipstick.com. I know it can be done, because an email just went out to 200 and each header looked like this. Maybe not Outlook, though. When I set up a group and sent it, it arrives with each persons name in the To: slot.”

Your first problem is using the To field for your list, you should be using the BCC field when you send mail to a group of people. The BCC field is better for two reasons: you aren’t exposing other people’s addresses to people they may not want to know it and the recipients can’t use/abuse Reply-to-all if they decide a reply is necessary. Of course, if you want the recipients to discuss something, then using the To and CC fields is necessary.

Outlook doesn’t support the use if an “all@” address as well as some other clients, but you can do it. Add the addresses or distribution list to the BCC field of the message and enter your own address or an address you have control of into the To field. If all@somewhere.com is one of your addresses, use it, but if not, either create one to use for bulk mailing or use your own. While you can send BCC messages without the To field filled in, these messages are more likely to be flagged as spam.

Can’t see the BCC field? Either click To and use the address picker to add an address to the BCC field or show it on the form using the View menu (Options tab in Outlook 2007).

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This article is filed under Tips Archive.
Last reviewed on Jun 17, 2011