Traditional modes of office communication were displaced by email, which adopted the vocabulary of paper-based memos. Copies of correspondence were once sent to several recipients by having office staff type them on carbon-backed paper. There was no longer a need to retype the document.
The term “CC,” or “carbon copy,” has become a regular component of email jargon. And while there isn’t a guidebook on how and when to use it, there are some best practises to keep in mind before filling out the CC section and pressing “send.”
Gmail’s CC feature explained.
- When writing an email, you can “Cc” someone to send them a copy of an email you’ve sent to someone else.
- “Cc” stands for “carbon copy,” and is included in nearly every email app, website, and program.
- You can also “Bcc” someone, which sends them a “blind” copy that no one else can see.
Current email terminology uses the term “CC” to describe sending an email to one or more secondary recipients in addition the principal recipient in the “To” section of the message. Gmail allows users to include up to 100 additional contacts in a single CC line.
How to use Gmail CC field
- Open a new message by clicking Compose.
- Insert the principal recipient’s email address in the To field.
- The CC button is located at the upper right of the email composer.
- Insert the email addresses of the other recipients.
The receiver of your email, as well as any CC recipients, will be notified of your message once you’ve clicked Send. Make sure you have permission to disclose your contacts’ details with each recipient, as they will be able to view every other email address in the body of the message.
When to Use a CC in an Email
For both saving time and boosting communication, CC is useful, but it’s often misused, and it’s not always done in the correct manner.
As a result, our CC use cases are limited:
- In the event that you need to keep your receivers up to date
- Always exercise prudence when it comes to keeping others “up to date.”
- If you overuse this feature, you run the risk of sending your receivers an overwhelming number of emails, many of which they will never open.
- Consider whether it is necessary to copy each recipient.
- Is the email useful to them, or are you merely flooding their inbox with more emails?
As a general rule, the following individuals should be kept informed:
Managers or coworkers who request to be copied on all or certain communications.
Team members who need to be informed about a project.
When you’re introducing a contact, you should provide a brief background.
When contacting someone to introduce them to another contact, you want both parties to get the email so they may continue the conversation. It is your choice whether to add the new contact to the To field or the CC field, however using CC is okay.
When to avoid using CC in emails
It’s natural for people to prioritise more urgent emails above those in which they’re only CC’d on when their inboxes get overflowing. If you repeatedly copy a contact on your broader correspondence, they will eventually stop reading your emails entirely. This could cause them to lose out on crucial information along the road.
Use this tool with prudence so that you are not unnecessarily copying people and bombarding them with unnecessary email.
When you lack the necessary consent
When utilised indiscriminately and thoughtlessly, CC might generate unanticipated difficulties.
Suppose you’ve been exchanging emails with a coworker and then determine that another coworker would benefit from being included to the thread. Before simply copying both parties on your next response, ensure you have their consent first. There may be important information buried deep within the existing thread that the new contact should not be privyștiiștii.știi.
When you anticipate a response or action.
Consider only CC-ing people from whom you do not expect a response or direct action; in reality, the majority of email recipients feel no action is required if they are only CC’d. If you want a recipient to respond or take action, they should technically be included in the To field.
Before sending an email, examine the CC field and consider what you expect from each recipient. Consider shifting appropriate contacts into the To field instead, depending on your responses.
When you wish to embarrass or prove a point to someone
It is not uncommon for individuals to utilise the CC field for cynical purposes.
A coworker may have sent you an angry email with a copy to your boss. Or, you may have been reprimanded by your supervisor for an action you’ve performed and been tempted to demonstrate that they were copied on the relevant email.
The use of CC for passive-aggressive or point-scoring purposes is not acceptable and should be avoided.
When copying to multiple recipients
Overcrowding the CC field can be exceedingly irritating for any receiver opening a new email, so limit it to three or four recipients at most. Consider a mail merging with Right Inbox if the number of recipients exceeds this. Right Inbox is a Gmail add-on that integrates easily with your existing Gmail account. Today, download free from the Google Chrome Store
Numerous employees have cc’d their supervisor on a message to a coworker while working through their daily email inbox. They are simply attempting to keep everyone in the loop.
What exactly is wrong with that?
According to a poll of 584 individuals, 345 respondents stated that they had less faith in their coworker when they copied their employer on an email. The study also revealed that if this occurs frequently, trust in the organisational culture is likely to be low.
Even if you have excellent intentions, you should think twice before copying your employer on an email to a coworker. Unless specifically requested or required, your coworker may not appreciate it.
Always verify threads for previous responses
The last thing you want to do in an email thread is to double-reply or bring up previously addressed topics. This can be a headache, especially because CC threads can become absurdly lengthy.
However, a fast review of what has come before can save valuable time in the future. We already spend so much time each day in our email inboxes, so it is crucial that you do your part to reduce redundant emails for yourself and your coworkers.
The Forms of CC That Should Be Avoided
Several types of CC’ers should be avoided; the following is a breakdown:
The Social Laziness
You recognise the type They send you emails that include few words and make little sense. The Social Sloth is unaware that CC even exists. The problem is that queries are answered or asked without context. This mode of communication is incredibly inefficient and wastes the time of all parties involved. Don’t be that individual. And if you know a Social Sloth, attempt to educate them on the best techniques for CC’ing, and persist if they don’t catch on.
The Top Dog
The Big Boss is not actually the boss; they only believe they are. They frequently look out for their own interests and use CC as a weapon by copying everyone on every email — ensuring that everyone sees everything. Again, this is not a recommended method of using CC, and you should avoid doing so. Utilize it prudently and only when productive.
The Best Friend Manager
The Best Companion Boss is in fact the boss, but they wish to be your buddy and have you recognise that they are a member of the team. This gets problematic when everyone is copied on every email in an effort to create team spirit and ensure that nobody is left out. In practise, this causes everyone on the team to get unwanted emails and waste time sorting through them. There are successful strategies to build a culture of collaboration at work, but excessive CCing is not one of them.
The majority of us conduct our day-to-day email correspondence without much thought. We frequently utilise CC to cover our backs and guarantee that everyone is “in the loop,” whether or not it is necessary.
However, the next time you create an email, take a moment to examine whether CC-ing is required or beneficial. CC is a really valuable tool, but it should be used rarely and with care. Check read our guide on how to use BCC in email to learn about another essential email sending function.