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The names contained in the To and Cc boxes of your message are visible to all recipients of the message. If you re using a distribution list, Outlook 2007 converts the names on the list to individual addresses, exposing those addresses to the recipients. If you want to hide the names of one or more recipients, or you don t want distribution lists exposed, place those names in the Bcc box.
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In some situations, you might want every outgoing message to be copied to a particular person. For example, maybe you manage a small staff and want all employees outgoing messages copied to you. Or perhaps you want to send a copy of all of your outgoing messages to yourself at a separate e-mail account. Rules you create with the Outlook 2007 Rules Wizard can process outgoing messages as well as incoming ones. One way to ensure that a recipient is copied on all outgoing messages is to add a rule that automatically adds the recipient to the message s Cc eld. Follow these steps to do so: 1. Choose Tools, Rules And Alerts to begin creating the rule. 2. Click New Rule; in the Start From A Blank Rule group, select Check Messages After Sending and click Next. 3. Click Next again without choosing any conditions to cause the rule to be used for all messages. Click Yes in the warning dialog box to con rm that you want the rule applied to all messages. 4. Select the action Cc The Message To People Or Distribution List; then click the underlined link in the Rule Description box and select the addresses where you want to send the carbon copies. These addresses can be from the Global Address List (GAL) or your Contacts folder, or you can type in speci c addresses. 5. Click Next, set exceptions as needed, and then click Next.
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6. Supply a Name for the rule, verify that the Turn On This Rule check box is selected, and ensure that you are satis ed with the rule settings; then click Finish. Click OK to close the Rules And Alerts dialog box.
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For more details about working with message rules, see 11, Processing Messages Automatically.
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Outlook might display a dialog box informing you that the rule you are creating is clientside only. For information on client-side rules, see the section Creating Client-Side and Server-Side Rules in 11.
Unfortunately, Outlook 2007 doesn t offer a Bcc action for the rule. The add-on Always BCC for Outlook 2007, available at www.sperrysoftware.com/jcAlwaysBCC.asp, enables you to automatically add a Bcc recipient. It is designed to work with the Outlook E-Mail Security Update for Outlook 2000 and the same features built into Outlook 2002, Outlook 2003, and Outlook 2007.
Using Templates and Custom Forms for Addressing
A rule is handy for copying all messages or only certain messages to one or more people, as explained in the preceding section. Distribution lists are handy for addressing a message to a group of people without entering the address for each person. If you regularly send the same message to the same people but want to specify some on the To eld, others in the Cc eld, and still others in the Bcc eld, distribution lists and rules won t do the trick. Instead, you can use a template or a custom form to send the message. You create the form or template ahead of time with the addresses in the desired elds; you then open that item, complete it, and send it on its way. Use the following steps to create and use a template for this purpose: 1. In Outlook 2007, start a new message. 2. Enter the e-mail or distribution list addresses as needed in the To, Cc, and Bcc elds. 3. Enter any other information that remains the same each time you send the message, such as subject or boilerplate text in the body of the message. 4. Click the Microsoft Of ce Button, click Save As and then click Save As. 5. Choose Outlook Template from the Save As Type drop-down list. 6. Enter a name in the File Name eld, and if you want to use a location other than your Templates folder, choose a path for the template.
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