Automatically BCC All Messages

Last reviewed on June 18, 2013

Outlook doesn't have a built in method you can use to automatically include yourself (or other email address) in the BCC field when you send a new message. You can use Rules Wizard to CC and address but not to send a BCC.

To BCC the message, you need to either use VBA or a utility listed below.

Always BCC Code Sample

Basic VBA instructions are below, instructions with screenshots are at How to use Outlook’s VBA Editor .

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 = "address@domain.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 to send the message?"
        res = MsgBox(strMsg, vbYesNo + vbDefaultButton1, _
                "Could Not Resolve Bcc")
        If res = vbNo Then
            Cancel = True
        End If
    End If

    Set objRecip = Nothing
End Sub

BCC some but not all messages

If you need to BCC, some but not all, messages, you’ll need to use an IF statement to filter the messages. While you can filter on To, subject, or category fields, if you need to use series of If statements, filtering by category may be the easiest.

This code block BCCs one address if the category is Personal, another if the category is Important and exits if there is no category. It could easily be switched around to exit if there is a category and BCC everything else.

To add a category to email, click on the Expander expander in the Tags group and choose the Category from the options dialog. You could also use a macro to add a specific category to the ribbon for easy access. Get the code from Adding Categories when Composing Email.

    If Item.Categories = "Personal" Then
    
    ' #### USER OPTIONS ####
    ' address for Bcc -- must be SMTP address
    ' or resolvable to a name in the address book
      strBcc = "address@domain.com"
     
     ElseIf Item.Categories = "Important" Then
      strBcc = "new@address.com"
     
     Else

      Exit Sub
    End If
    
    Set objRecip = Item.Recipients.Add(strBcc)

How to use VBA

You will need macro security set to low during testing. To check your macro security in Outlook 2010 or 2013, go to File, Options, Trust Center and open Trust Center Settings, Macro Settings. In Outlook 2007 and older, it’s at Tools, Macro Security.

After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.

  1. Open the VBA Editor using Alt+F11.
  2. Expand Project1 and double click on ThisOutlookSession.
  3. Copy then paste the macro into ThisOutlookSession. (Click within the code, Select All using Ctrl+A, Ctrl+C to copy, Ctrl+V to paste.)

Don't forget to replace address@domain.com with the correct address.

Tools

Always Bcc

Sperry Software's Always BCC add-in for Outlook is being released for Outlook 2010. The add-in automatically adds a CC/BCC email address to all outgoing emails - making it perfect for compliance reasons. It can also include a cc or a bcc based on conditions you set up, for instance if you are sending from a particular account. The add-in now works with Outlook 2010, both 32-bit and 64-bit.

Auto BCC/CC for Microsoft Outlook

This add-in automatically creates a BCC (blind carbon copy) or CC (carbon copy) for all or some of your messages based on simple rules that you set. It can send a BCC/CC for all outgoing email messages to specified addresses or with certain words in the subject or attachment name, e-mails sent from all or some of your accounts. You can create very flexible rules for every occasion, introduce exceptions and use several keywords in one field. The plug-in works in Microsoft Outlook 2010 - 2000.

AutoBCC

Use AutoBCC to automatically send a blind-copy of all your outgoing messages to another address, for monitoring team communications with customers or just to improve workflow. Free.

Compliance Copies Add-In

Sperry Software's Compliance Copies add-in for Microsoft Outlook will automatically add multiple BCC or CC recipients based on multiple different rules for different people. Unlike the Always BCC add-in, this new add-in also supports exceptions to the CC/BCCs conditions. This tool works with Outlook 2007/2010/2013.

HiddenBCC

HiddenBCC is an add-in for Microsoft Outlook 2000/2002(XP)/2003 which enables you to automatically add a predefined BCC recipient to every outgoing message. Freeware version available.

Silent BCC for Outlook

If you want to monitor every email that leaves your company, Silent BCC for Outlook is the right tool. Once installed, the plug-in will deliver you BCC copies of all messages sent from all accounts of a PC. Users won't know that a BCC copy was sent from their machines, since the add-in is invisible in Outlook and BCC addresses are removed from Sent Items. Users can't turn the plug-in off or alter your settings. You can tweak the add-in to be copied on each outgoing email or allow exceptions.

SilentMail for Outlook

SilentMail for Outlook monitors outgoing emails and sends a blind carbon copy (BCC) of every email to a specified address. SilentMail for Outlook does this by copying the message from the Outbox mail folder, making the monitoring process invisible for the user. Supports all versions of Outlook. Does not require Exchange server.

TuneReplyAll

TuneReplyAll is a free utility that adds a number of useful features to Microsoft Outlook 2010: It can show a warning message when a user is going to reply to everyone. The user has to confirm his choice to reply to all. This will help to prevent sending out confidential information. If Outlook includes the user's own address in Replay all, TuneReplyAll can remove it from the message. Alternately, if the user wants to include his address in the To, CC, or BCC address field in new, replied or forwarded messages, TuneReplyAll will add it.

Automatically BCC using Smartphones

While not “an Outlook problem”, automatically BCCing when sending mail from a smart phone is a popular feature. Because the mail goes directly to the SMTP server, Outlook’s ability (or lack of it) is not a factor; it’s all about what the smart phone software supports.

Blackberry users can configure their account to auto bcc another address. To do this, BIS users will log into their web interface at blackberry.com and double click on the email account. The Auto BCC field is not present when the account is created, but added after creation.

IPhone and iPad users can set the device to always BCC your address in Options > Mail, Calendar, and Contacts.

Automatically BCC using Exchange Transport rules

Administrators of Exchange server 2007 and 2010 can configure a transport rule to BCC messages to another address, bypassing the need for VBA or other solutions (and without the user’s knowledge).

Transport rules can be created and configured using a cmdlet or from the Exchange System Manager console.

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

If the Post Coment button disappears, press your Tab key.