How To Automatically BCC Yourself in Outlook? [Using Rule and Macros Function]

Last Updated on February 9, 2024 by Amit Bansal

When writing emails in Microsoft Outlook, by default, BCC (blind carbon copy) recipients don’t receive the full message.

Redoing BCC settings in Outlook can confuse when recipients receive a message that was never meant for them to be privy to.

To prevent this, you can automatically BCC yourself in every email you send. Here’s how to do it.

Here in this article, you will learn the step-by-step process of always sending a carbon copy or blind carbon copy to a specific email address.

Why does somebody want to send every email to a particular email address?

There are two reasons:

  • First for keeping a record.
  • The second is to keep somebody (a core management team member) in the loop.

Both options are part of intelligent working. If you are working in a multinational company, their email platform is already built with this feature.

If you are an individual, your send box is more than enough to keep the carbon copy.

How to BCC in Outlook?

Adding BCC (Blind Carbon Copy) recipients in an email can be done in a few simple steps in Outlook. Here are the instructions:

Method 1: Manually Adding BCC Recipients

  1. Compose a New Email: Click on the “New Email” button in the “Home” tab.
  2. Open BCC Field: In the new message window, click on the “Options” tab. Here, you’ll see the “Bcc” button. Click it.
  3. Add BCC Recipients: Now, the Bcc field should appear in your message window. Here, you can type in the email addresses of the recipients you want to BCC. They will receive the email but won’t be visible to any other recipients.

Method 2: Using Outlook’s Auto BCC Feature with Rules

  1. Open Rules Wizard: Click on the “File” tab, then “Manage Rules & Alerts”.
  2. Create a New Rule: Click on “New Rule”, then select “Apply rule on messages I send”. Click “Next”.
  3. Select Conditions (optional): You can set conditions for when the rule should apply (for example, for messages sent to certain people). If you want the rule to apply to all messages, just click “Next” again.
  4. Set Action: Check “Bcc the message to people or public group”, then click on the underlined “people or public group” in the box below. Here, you can enter the email addresses you want to auto Bcc.
  5. Finish the Rule: Click “Next” again, set any exceptions (if needed), and finally name your rule and make sure it’s turned on.

Please remember to always use Bcc responsibly, especially when emailing multiple recipients who may not know each other or would not consent to their email addresses being shared.

How does Outlook keep a copy of forwarded messages?

Auto carbon copy or blind carbon copy of every message sent from your email address, the RULE function comes into play.

How does it work?

  • Open Outlook and go to the home tab.
  • Click Rules >> Manage rules and alerts.
How outlook keep a copy of forwarded messages
  • Rules and Alerts dialog box pops up.
  • Click New Rules to create your own.
  • In the Rules Wizard, select Apply rule on messages I send, then select Next.
Apply rule on messages I send
  • Select through the specific account checkbox. (The purpose of this is to create a rule of all sent mail from a specific account).

In continuation click through the specific account, which will walk you through the (selection of email accounts (in case multiple accounts are added to your outlook), all you have to do is select the email address for automation of carbon copy or blind carbon copy to your email address.

  • Click Next, after selecting of email account (from where you want your carbon to copy every time).
  • The next portion asks you to (What do you want to do with the message), there are few options.
  • In this scenario select – you have to select [cc the message to people or public group].
through the specific account
  • Click on people or public groups and enter your email address or any specific email address (where you want to drop the carbon copy or blind carbon copy) of every email sent from a specified email account.
  • Leave unchecked any option in the next section (are there any exemptions)?
  • Click Next and complete the Finish rule setup. Click Finish

Finally, you have created a rule – auto bcc me/or specific email address in Outlook.

It’s time to run/activate the rule:

  • Step 1 – Check the rule which is ready to run in the rules and alerts dialog box.
  • Step 2 – Click the Run rule now.
  • Step 3 – Again, select your specific rule.
  • Step 4 – Click Run Now.
How to auto bcc myself in Outlook

After that, any mail sent from your email address will drop a copy to your specified email address.

How I Use Macros to BCC Myself While Sending Email Through Outlook?

In the above rule function, you can send yourself a copy, but everybody knows because you are always in the copy-to section.

Maybe in some cases, you want to always BCC yourself while sending any emails through Outlook.

You will successfully hide from others, but the only problem is you need to add your account address to the BCC field every time, most of the time you may forget to add your account.

You can easily automatically add Your Email Address to the BCC field while sending emails using VBA Coding (Macros).

VBA instructions are as below:

Step 1: Open Outlook, Press Alt + F11 keys to enable the Microsoft Visual Basic for Applications Window.

Step 2: Double-click ThisOutlokSession from the Project1 pane or click View >> Code (also use Keyboard Shortcut F7.

Step 3: Next step is to copy and paste the below code into the new blank script.

Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
Dim objRecip As Recipient
Dim strMsg As String
Dim res As Integer
Dim strBcc As String
On Error Resume Next

' #### USER OPTIONS ####
' address for Bcc -- must be SMTP address or resolvable
' to a name in the address book
strBcc = "someone@example.com"

Set objRecip = Item.Recipients.Add(strBcc)
objRecip.Type = olBCC
If Not objRecip.Resolve Then
    strMsg = "Could not resolve the Bcc recipient. " & _
            "Do you want still to send the message?"
    res = MsgBox(strMsg, vbYesNo + vbDefaultButton1, _
            "Could Not Resolve Bcc Recipient")
    If res = vbNo Then
        Cancel = True
    End If
End If
Set objRecip = Nothing
End Sub

To use this code, replace "someone@example.com" it with the email address you want to BCC automatically.

This VBA code will automatically add the specified email address as a BCC recipient every time you send an email.

Please note that you’ll need to have macro settings enabled for this to work. Also, do be careful when using VBA and macros, as misuse can lead to unintended consequences and security risks.

Step 4: Click Save and close the windows. Now, whenever you mail from any of your email addresses added in Microsoft Outlook, you will get a copy of that email to the email address you added in the above code.

Outlook Auto BCC VBA Code Explanation

This Visual Basic for Applications (VBA) code is designed to automatically BCC (Blind Carbon Copy) a specified email address every time you send an email in Microsoft Outlook.

Here’s a breakdown of the code:

  • Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
    This is the declaration of the procedure that will be executed each time an email is sent from your Outlook. The ‘Item’ is the email object being sent, and ‘Cancel’ is a boolean flag that, if set to True, will stop the email from being sent.
  • Dim objRecip As Recipient, strMsg As String, res As Integer, strBcc As String This line declares four variables. objRecip is the Recipient object which represents the BCC recipient, strMsg is a string for storing error messages, res is an integer for storing the user’s response to the message box, and strBcc is the email address you want to BCC.
  • On Error Resume Next
    This line allows the program to continue running even if it encounters an error. The error will be ignored and the next line of code will be executed.
  • '#### USER OPTIONS #### and strBcc = "someone@example.com"
    This is where you specify the email address to be added as a BCC recipient.
  • Set objRecip = Item.Recipients.Add(strBcc)
    This line adds the BCC recipient to the list of recipients for the email.
  • objRecip.Type = olBCC
    This line sets the type of the recipient to BCC.
  • If Not objRecip.Resolve Then...End If
    This block of code checks if the BCC recipient’s email address is valid. If it’s not valid (if objRecip.Resolve is False), a message box will be displayed asking the user whether they still want to send the email.
  • Set objRecip = Nothing
    This line releases the memory allocated to the objRecip object. It’s a good practice to free resources when they’re no longer needed.

Please note that it’s important to use macros and VBA responsibly. Incorrect use can lead to security vulnerabilities and potentially damaging effects.

Always be sure you understand the code you’re implementing.

Final words

In conclusion, automatically Bcc’ing yourself in Outlook can be a valuable tool to help maintain a record of the emails you’ve sent.

It’s a practice that can save you time, help you maintain accountability, and ensure that nothing slips through the cracks.

Though Outlook does not have a built-in feature for this, it’s achievable with the help of VBA code.

This simple piece of script can be inserted into the VBA developer module, setting up a function that automatically includes your email address in the BCC field each time you send an email.

Remember, while using VBA, be cautious. Incorrect use of the code can cause issues with your Outlook application.

Also, when using the automatic BCC feature, ensure that it is appropriate and maintains the professional standards expected in your email communications.

Thus, if you find yourself needing to keep track of your outgoing messages in Outlook, automatically Bcc’ing yourself is an efficient and effective solution.

Frequently Asked Questions (FAQs)

Q1: What does BCC mean in Outlook?

A1: BCC stands for Blind Carbon Copy. It’s a way to send copies of an email to recipients without other recipients knowing about it. The email addresses of the BCC recipients are hidden from all the other recipients.

Q2: Why should I BCC myself in emails?

A2: BCC’ing yourself in emails helps you keep track of the emails you send. You receive a copy of every email you send, which can be beneficial for record-keeping and ensuring follow-ups.

Q3: How can I automatically BCC myself in Outlook?

A3: Unfortunately, Outlook doesn’t provide a direct feature to automatically BCC yourself. However, you can achieve this by using a Visual Basic for Applications (VBA) code. This code, once implemented, will automatically add your email address in the BCC field every time you send an email.

Q4: Is it safe to use VBA code for automatic BCC?

A4: Yes, it’s safe to use VBA code, provided you use the correct code and follow the right steps to implement it. However, remember that any modifications in the code might affect your Outlook application, so be careful when editing it.

Q5: Can others see if I BCC myself?

A5: No, others cannot see if you have BCC’d yourself. The purpose of BCC is to keep the recipients hidden, and this applies whether you’re BCC’ing others or yourself.

Q6: Can I set up automatic BCC for specific emails only?

A6: This requires a more advanced setup. You can use rules in Outlook to set up specific conditions that trigger the BCC. It may also require more advanced VBA scripting to set conditions within the code itself. It’s recommended to seek professional help if you are not comfortable doing it yourself.

Q7: Is there a way to disable automatic BCC if I no longer need it?

A7: Yes, you can disable the automatic BCC by either disabling the VBA code or removing it. If you only need to disable it temporarily, it’s easier to just disable it, so you can enable it later when needed.

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Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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