Email plays a critical role in business and personal communications. CC and BCC can be useful email features when you need to efficiently distribute information throughout your organization or to customers. If you want to ensure that your use of email reflects your professionalism and attention to detail, you may benefit from learning about the proper use of CCs and BCCs. In this article, we define CC and BCC, review their differences, and explain the dos and don’ts of using them.
It means cc?
CC is email shorthand for carbon copy, referring to how CC distributes copies of your message to each recipient. Your email service provides three text fields for you to add recipients: To, CC, and BCC. The To field is used for recipients who are directly involved in the subject of the email or who are expected to respond. CC, on the other hand, allows you to quickly share the same information with other colleagues, letting them know they don’t have to act right away. Email addresses listed as CCs also receive replies to their original email.
Each recipient of your email can see all the email addresses you have entered in the CC field. One of the main benefits of using CC is that it allows you to communicate who in your organization is aware of recent information without the need for additional steps. With CC, by simply sending the message, your team has a clear picture of the news situation. Sometimes you can CC your co-workers so they can fulfill their responsibilities.
What are the differences between email CC and BCC?
CCs and CCCs fulfill the same function, so the difference between the two has to do with their objectives. Some factors that differentiate the two are;
- Visual appeal: BCC allows you to create a more visually appealing email. If you include images or specially crafted text, your email viewers will be able to appreciate it without a long list of names or email addresses running across the top of your message.
- Typical recipient: CCs are frequently used by organizations as open communication can increase staff efficiency and knowledge, which means that the typical recipient of CCs is a professional colleague. While companies occasionally use CC internally, they do so more frequently when communicating externally with multiple other companies, clients, or potential clients.
- Discussion Potential: You typically CC people who don’t need to respond to your email, but CC recipients often respond when they have something of value to contribute. A BCC recipient does not participate in a larger discussion with other recipients.
- Secrecy: You wouldn’t CC someone if you wanted to hide their inclusion in an email thread. However, the CCO can keep it secret if it is important in a sensitive situation.
What to do and what not to do when using CC?
Here’s what to do and what not to do when using CCs:
Use CC to keep team members informed
Use CC when you want to share information with team members other than the primary recipient. Some cases where CC can properly notify co-workers of news are:
- Deliverable Completion: When working on a project involving other colleagues, CC can keep the entire team informed as deliverables are progressed.
- Staff changes: Especially in large organizations, it can be difficult to keep track of every staff change. It is both courteous and helpful to CC anyone who might benefit from knowing if an employee starts, changes roles, or leaves.
- Completion request: If your boss or coworker asks you to complete a task, such as sending documents, you can include them in the corresponding emails so they know that you have complied.
Use CC to emphasize urgency
Finding the right tone can be a challenge with email, especially if you want to convey that a matter is urgent without sounding demanding. If a task is critical to your organization or to a member of management, you can copy the manager or supervisor to your email so the recipient knows the matter needs immediate attention. This reduces the need to balance politeness with firmness and makes the email writing more direct.
Use CC to introduce people
Making presentations is a common thing when it comes to doing business. Using it for this is considerate and effective. For example, if you want to notify a sales rep you work with that you’re moving to a new position, you can write an explanatory email and your replacement. Both parties will receive each other’s contact information and can introduce themselves directly.
Do not use CC if the information is not useful
Keeping your team informed of what’s new is a positive habit to develop. But be careful not to use CCs too often. Many professionals have to make a concerted effort to keep their inboxes organized. Read every email that is sent to them. If the information in your email doesn’t empower them to work better or smarter. Consider leaving them out of the communication.
Don’t use CCs to express your frustration.
When experiencing a challenge at work involving other team members, it is important to address the issue constructively. Over time, you can have a conversation with your boss and relevant co-workers to find a solution. But avoid starting that conversation with it. If you email your boss about an issue and CC your co-workers, they might be surprised and defensive. Approach your boss in private to discuss your concerns so that he or she can facilitate a healthy discussion.
