One way to curb the use of the Reply to All option is to respond and put the name of the distribution list in the Bcc box. The number of messages increases drastically because many recipients reply with the sentiment 'please stop replying all to this message.' The problem is that when they do this, they click Reply to All. The discussion starts to get lively, and everyone wants to give an opinion. Suppose you send a message with a large number of people listed in the To box.

Help curb a conversation that has gone wild Here is one situation in which using Bcc for a distribution list or a large number of names can be helpful. Mail merge allows you to do a mass mailing with just one name in the To box of the message. With mail merge, you can quickly send the same email message to individual recipients. Tip: Consider using mail merge in Microsoft Office Word 2007 as an alternative to Bcc. Ask your email service provider about the policies for your account. If these addresses are distributed among the To, Cc, and Bcc boxes, remember that the names in the Bcc box will count toward your total limit. For example, your email service provider may limit each message to a maximum of 100 email addresses. Know your limits Many email service providers set limits for the number of names that can be included in the To, Cc, and Bcc boxes in a message. Because their rules depend on the name of the distribution list being in the To box or Cc box, your message will not be sorted according to their rules.

Think before you include a distribution list in the Bcc box People who use rules to sort their email into folders will be inconvenienced if you list the name of the distribution list in the Bcc box. So if your intended recipient has not added your name to the Safe Senders List in Microsoft Outlook, your message may go straight to the Junk email folder or its equivalent.įor more information about setting up the junk email filter in Outlook, see Add names to the Junk Email Filter Lists. Therefore, many junk email filters flag messages that use the Bcc box as junk. Why is this necessary? Using Bcc is a favorite technique of spammers. That person may need to take steps to establish you as a safe sender (or a safe recipient, if your name will be in the To box of the message). Pave the way Before you add an intended recipient's name to the Bcc box in a message, make sure that the recipient is expecting your message.

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