E-mail Distribution List Recipients
- Please use BCC and NEVER USE TO or CC when sending messages to a list of recipients.
- NEVER USE TO or CC when sending (or forwarding) messages to a list of recipients.
- Create an E-mail Distribution List in Microsoft Outlook - Video - For Dummies
- This new distribution list should go in the “ Bcc ” field (and NOT in the To field).
- You will also want to create a new Contact called “Undisclosed Recipients” and use your own e-mail address.
- Please protect email addresses as you would phone numbers --
unlisted phone numbers.
- Many people are protective of their email addresses. They
don't care to receive email from random people on the net. Perhaps you've
decided your clever joke, worthy cause, or business announcement was worth
sending to them. You've also sent their email address to everyone else on the
- Look at it another way, would you send your entire holiday
card list out with each card you sent? Of course, some people would not like
getting the list and others would not appreciate being on the list being sent
- And if you're in business, would you think of giving away
your contact list? That's what you're doing by including everyone in the To or
CC fields. And some recipients of your mailing might consider everyone else on
your list interested in similar mailings and feel free to use the list
- Viruses and spam-bots are now designed to go through mail
files and address books looking for potential addresses. Sending a single
message individually addressed to a large list of people increases the chances
that they all will be spammed or sent a virus should any one of them get
- Out of respect for your recipients, would you please
consider not listing them each individually in your mailings?
- If your "mailing list" is personal, you can just
use BCC for all the names. (You can send it To yourself.) If it's a more
business oriented list, why not make it an official mailing list at your site
and use the alias rather than including everyone's name and email address in
- On those rare occasions where it is necessary to send a
group of people the very same e-mail, as a courtesy to those you are sending
to, please list all of the recipients e-mail addresses in the BCC field. (Blind
Carbon Copy - from the old days when typewriters used carbon paper to create
identical copies of a document when it was being typed.) When an e-mail address
is designated in the Blind Carbon Copy field, the recipient will get a copy of
the e-mail while their e-mail address remains invisible to the other recipients
of the e-mail - some of whom they may or may not know. If you are not sure how
to BCC in your e-mail program, here are site resources that may help you learn
the features of your software programs: EUDORA†† OUTLOOK EXPRESS
- Long lists of e-mail addresses at the beginning of any
e-mail is an immediate sign that the sender is either a novice/Newbie - or
doesn't care to respect other's privacy. None of which, I am sure you'll agree,
are complimentary perceptions! E-mail addresses are like phone numbers. Only
the owner of the e-mail address or phone number is the one to authorize who
they want to have it and make it public to. Many folks prefer to decide
themselves who has their e-mail address. By sending mass mails to a list of
folks, you have made that decision for them - and that is a breach of assumed
privacy when communicating with you. Let those you correspond with determine
for themselves who they will make their e-mail address known to - do not make
that decision for them! By listing handfuls of e-mail addresses in the e-mail
headers for all to see is inconsiderate of each recipient's right to privacy.
- Use BCC! If you insist on mass emailing you should put one
address - (probably your own) in the To: line and use the 'blind copy' or
'Bcc:' line for all the rest. That way no-one gets to see the list of
recipients (and not only is this safer, but everyone is made to feel a bit more
special, since they cannot see how many people have received the message).
- Other Comments & Suggestions (about mailing or forwarding messages to several people)
- If your email is being sent to more than one recipient but
there is no urgent reason for all the recipients to know the names and email
addresses of everyone else to whom it is being sent, put all the addresses in
the BCC: section.
- (Some email software requires at least one address to be
placed in the To: section. If yours insists on this when you are trying to send
a CC or BCC email, put your own email address in the To: section.)
- Understanding these basic principles of email usage has many
benefits. It preserves the privacy of your contacts. It prevents lists of names
and email addresses being sent to strangers when someone to whom you send an
email then forwards it to others. It helps to prevent viruses, worms and
trojans being accidentally spread by your friends with out-of-date antivirus
- Most of all, it shows the people with whom you communicate
that you are sensible and responsible in your online behaviour. It shows that
you take their privacy and security seriously. It builds trust in your
- When sending email to multiple recipients, use the Bcc
field. When you use this field to enter email addresses each one gets an
individual email without seeing all the other recipientsí email addresses.
There will be no long list of addresses before the email message.
- Use the BCC field for large groups. If you are sending a
message like a joke to a large group of friends, it is a good idea to put only
yourself in the TO field, and put the recipients in the BCC (Blind Carbon Copy)
field. This keeps private the names and addresses of the people to whom you
send the message. It is important to remember that one or more of those
recipients may send the message to another group of people, some of whom may
forward again to another group, and so on, and so on. Placing your friends in
the BCC field will protect their privacy, as well as make your message easier
to read by eliminating the long list of recipients before the message body.
- Respect others (and your own) privacy.
- USE BCC: When corresponding with more than one person or in
groups where people do not know each other, enter email addresses in the BCC
field. BCC stands for Blind Carbon Copy, a term describing the method where
typewriters use carbon paper to create identical copies of a document. When an
e-mail address is designated in the Blind Carbon Copy field, the recipient will
get a copy of the e-mail while their e-mail address remains invisible to the
other recipients of the e-mail or posting.
- Some people object that they would prefer not to have their
email address broadcast out to a lot of people they don't know.† Although this may never cause a problem, you
never know who those people are forwarding the same email, including addresses,
to and then those people forward it and so on.† Your email address could end up in potentially thousands of different