What are Cc and Bcc and how to use them in customer support? Automatically send copies of sent messages
I recently got this working, so although I would share:
Sending all outgoing mail to Sent folders with postfix and cyrus imap.
Make postfix send copy copies of all outgoing emails to a special "sent" mail account. Use the sieve on this special account to redirect all emails to the Sent Items folder associated with the account.
Create a user account Email for sent
The easiest way to do this is to create a new unix account for sent, setting the shell to /bin/false so no one can log into:
Host$ sudo useradd sent host$ sudo chsh -s /bin/false sent
Configure imap for sent user
Using cyradm, we create a new mailbox (i.e. user) and give that user add access to all of our imap Sent Items folders:
Host$ $ cyradm -user cyrus localhost Password:
Create a sieve script for the submitted account
This script redirects all incoming email to the sent account, on the Sent folder in the senders inbox.
My script is called sent.sieve and looks something like this:
# Sieve script for sent. If outgoing email is bcc"ed to this account, # this sieve script will redirect it to the sender Sent folder require ["fileinto"]; if address:is:localpart "From" "userx" ( fileinto "user.userx.Sent "; ) elsif address:is:localpart "From" "usery" ( fileinto "user.usery.Sent"; ) elsif address:is:localpart "From" "userz" ( fileinto "user.userz.Sent"; )
You will need to enter an entry for each of your users (userx, usery, userz in the example above). I couldn't find the best way to do this. Suggestions are welcome [email protected]
Install sieve script like this:
Host$ sieveshell localhost -user=sent -a=cyrus Password:
Set up bcc mapping for postfix
In the postfix directory (/etc/postfix on debian) create a file named bcc_map that looks like this:
# copy all locally sent mail to the sent account @yourdomain.com [email protected]
Compile this into a postfix hash file using:
Host$ sudo postmap bcc_map
Add the following configuration to the postfix main.cf configuration file:
sender_bcc_maps = hash:/etc/postfix/bcc_map
And make postfix reload its config:
host $sudo/etc/init.d/postfix reload
Testing and Debugging
Send the email and make sure it is copied to the Sent folder.
In case of problems, you should check the cyrus and postfix logs (all logged to /var/log/syslog on my debian host). Typos and incorrect access permissions usually result in some hints being sent to the logs.
You have probably already noticed thatwhen receiving letters from some authorsin the "to" section there is a list of several dozen emails different people. Moreover, neither you nor these people gave their consent to the fact that these emails were “exposed”. Naturally, one of the recipients will unsubscribe from this mailing (we are all tired of the flow of spam to our mails). But one thing is certain - all recipients will treat the author of the mailing list as a non-professional person. And they are unlikely to agree to accept his proposal.
How to do so, so as not to send a letter to each addressee separately and at the same time "not to shine all in front of everyone"?
Almost any mail service allows you to do this.
Let's consider this possibility on the example of the most popular email for business mailings gmail.com
Usually, you use the Compose window to send a letter. By clicking on it, you see a new "New Message" window, into which you insert everything you need to create and send the letter itself.
In the "Recipients" window, we usually insert the emails of our recipients.
Copy means "exact copy". This field is used when you just want to send an email to someone who is not the primary recipient. This way you can keep the person in the loop while letting them know that they don't have to reply to the email. But all recipients of this letter see each other's addresses (and even names).
Bcc, on the other hand, means "exact hidden copy". It works the same as Cc, but this field hides all recipient addresses.
Thus, using this field is one of the better ways to send a letter a large number people and maintain confidentiality. So, do not spoil the relationship with them. Using this feature, you can insert up to 30 emails. And this means that with one click of a button you can send this letter to 30 recipients at once, without showing their emails.
And, if necessary, you can insert an image into the body of the letter ( 4 ) or attach a file ( 5 ).
It is this mail that gives the maximum number of editing opportunities.
Similarly, you can send a letter to several recipients at the same time by mail yandex.ru.
Click on "Write" and then in the "To" window ( 1 ) paste the email address of the first recipient, and then select the "Copy" function ( 2 ) or " Hidden copy» ( 3 ). Depending on whether you want all recipients of your letter to see all emails or retain their right to confidentiality of addresses, choose one of the functions. To add each next email to the list, you must click on the button with the image of a man with a plus sign in front of him ( 4 ). Then you can select your permanent recipients from the drop-down list or enter their emails manually.
Pictures can be downloaded from Yandex Disk and files can be attached too, as usual.
Click on the "Write" button, a window appears in which, when you click the mouse in the "To" window ( 1 ), a drop-down list appears with a list of your permanent recipients ( 2 ). You can choose from this list what you want. Or just paste your desired email destination manually.
"Postal" etiquette does not require a perfectly designed text. This may take too long. The main thing is to avoid what we will write about below - this will be enough for a start.
Sending a non-urgent email marked "urgent"
“It’s like in a fairy tale about a boy who constantly shouted “wolves”. If you abuse the “urgent” mark, people will stop responding to your emails. And a really important letter can go unnoticed because of this.
familiarity
Yes, the tone of your email may reflect your relationship with the recipient. However, you may be considered unprofessional if you allow yourself to be too informal in correspondence. Don't overuse exclamation points, emoticons, colored text, fancy fonts, or too short messages.
Be especially careful if you have to work with people different ages, with a language barrier, or with those who prefer a more traditional form of communication.
Too dry tone
At the same time, you shouldn't be a robot either. Nothing if in letters you show your character or enthusiasm - within reasonable limits.
Reply All
Work email is not for entertainment, but for communication. So if you are replying to an email sent to a group of people, think twice before hitting "reply all". To do this, your answer must be extremely important to everyone.
Sending copies without permission
Sharing other people's information with others is at least unacceptable. It doesn't matter if you send a client a copy of a letter from your boss who responded to him in any way, or include one employee in a personal correspondence with another. Few people may like it if you send a copy of the letter without their consent.
Sending blind copies
Sending blind copies breeds mistrust. If you want to send a letter to someone, and this person, in theory, should not participate in the working correspondence, copy the text and send it as a separate letter.
Undefined email subject
Topics such as "It's me", "Hi", or "For your information" (FYI) just don't attract attention. The person will not understand what is at stake, and will not want to answer the letter. Work letters should be clear and concise. The recipient is more likely to open the e-mail if he understands what you want from him.
Sending too many private emails
You can sometimes use jokes, touching stories, and motivational quotes to cheer someone up. But people quickly get tired of this, and it doesn't matter with what intentions you wrote them. If you send too many private emails, they will simply be set to auto-delete.
be rude
You should not send letters full of poison, because people will remind you of this on occasion. Instead, write a letter and leave it for two days in Drafts. Then you can go back to it and edit it, removing the barbs. This way you will get what you want faster. In addition, you will be treated as a very patient and thoughtful professional.
stupid mail address
If you are sending an email to a client, employee, or potential employer, don't use an email with a "non-professional" title. If there is something in the name of the mail that claims to be witty or contains sexual or vulgar connotations (something like [email protected]), you run the risk of setting the interlocutor negatively towards yourself from the very beginning. Create a separate mail for purely professional needs.
Misprints
The fact that an email was sent from an iPhone is no excuse for sending sloppy emails. If you make more than one mistake in a letter, it may be considered unprofessional. If this is a very important letter, and you are in a hurry somewhere, then try to at least check it before sending it.
Sending emails early in the morning
Most people, when receiving letters, look at the time of sending. If the letter is sent too early, then you may be treated negatively. At a minimum, you will be considered a workaholic with no privacy. Worse, if you become considered obsessive. If inspiration wakes you up at night, write a letter, save it in Drafts, and send it during work hours.
Too many punctuation marks
People sometimes get too carried away and put a lot of exclamation marks. The result may seem immature or too emotional to someone. Do not abuse!!!
Non-professional fonts
Purple Comic Sans has its own uses. In business, it is better to use classic fonts, colors and sizes. Your letters should be easy to read.
Typically a font size of 10 or 12 is used. The best fonts to work with are easy-to-read fonts like Arial, Calibri, or Times New Roman. Black is preferred.
too long letter
Most people spend seconds reading emails, not minutes. Many generally just slip through the text with their eyes, so write letters based on this. People find it difficult to read large paragraphs - break the text into smaller blocks. Highlights and bulleted lists are much easier to read. You can also highlight the main point in bold or italics, but do not do this often.
And permissions.
Probably, you have already noticed that when you receive letters from some authors, in the "to" section there is a list of several dozen emails of different people. Moreover, neither you nor these people gave their consent to the fact that these emails were “exposed”. Naturally, one of the recipients will unsubscribe from this mailing (we are all tired of the flow of spam to our mails). But one thing is certain - all recipients will treat the author of the mailing list as a non-professional person. And they are unlikely to agree to accept his proposal.
How to do so, so as not to send a letter to each addressee separately and at the same time "not to shine all in front of everyone"?
Almost any mail service allows you to do this.
Let's consider this possibility on the example of the most popular email for business mailings gmail.com
Usually, you use the Compose window to send a letter. By clicking on it, you see a new "New Message" window, into which you insert everything you need to create and send the letter itself.
In the "Recipients" window, we usually insert the emails of our recipients.
What if there are several? When you insert your cursor into this window, two more options automatically appear: send a copy and a blind copy.
Copy means "exact copy". This field is used when you just want to send an email to someone who is not the primary recipient.
Bcc, on the other hand, means "exact hidden copy". It works the same as Cc, but this field hides all recipient addresses.
Thus, using this field is one of the best ways to send an email to a large number of people and maintain privacy. So, do not spoil the relationship with them. Using this feature, you can insert up to 30 emails. And this means that with one click of a button you can send this letter to 30 recipients at once, without showing their emails.
And then in the "Subject" window you need to write the subject of the letter ( 1
). It should be concise, but at the same time accurately inform the recipient about the essence of the message.
In the next window, paste the text of the letter itself ( 2
). Here you can edit it, format it, change the font, font size, appearance, color, apply numbered or bulleted lists, highlight quotes, and so on ( 3
).
And, if necessary, you can insert an image into the body of the letter ( 4
) or attach a file ( 5
).
It is this mail that gives the maximum number of editing opportunities.
Similarly, you can send a letter to several recipients at the same time by mail yandex.ru.
Only there are fewer opportunities for editing the text of a letter on this mail. Therefore, I will only show the procedure for sending letters.
Click on "Write" and then in the "To" window ( 1
) paste the email address of the first recipient, and then select the "Copy" function ( 2
) or Bcc ( 3
). Depending on whether you want all recipients of your letter to see all emails or retain their right to confidentiality of addresses, choose one of the functions. To add each next email to the list, you must click on the button with the image of a man with a plus sign in front of him ( 4
). Then you can select your permanent recipients from the drop-down list or enter their emails manually.
And then, as usual: write the subject of the letter in the "Subject" window and insert the text of the letter itself.
Pictures can be downloaded from Yandex Disk and files can be attached too, as usual.
The mail.ru service offers you almost the same thing.
Click on the "Write" button, a window appears in which, when you click the mouse in the "To" window ( 1
), a drop-down list appears with a list of your permanent recipients ( 2
). You can choose from this list what you want. Or just insert the desired recipient's email address manually.
If you need to send this letter to a whole group of recipients at once, then choose one of two functions: "Copy" or "Bcc".
To do this, click on the button at the very beginning of the window for email recipients ( 1
) and in the drop-down list ( 2
) choose what you want ( 3
or 4
).
This mail allows you to attach files to the letter ( 1
) and edit the text of the letter itself ( 2
). Approximately in the same volume as the mail on yandex.ru.
That, perhaps, is all I wanted to tell you about today.
I hope that these little chips will help you not only save your time, but also not violate the privacy of those people who have entrusted you with their email addresses. Always think about the safety of those people who have trusted you. Be professional!
And if you want to get even more usefulness and learn how to not only create a blog, but also make it earn, sign up for our free course "Technology for building income on the Internet".
Just enter your name and your email in the form below this article and click on the button "I want to get a course!"
E-mail is used not only to send messages, but also to send files (documents, photos, etc.). They are called nested or attached.
nested or attached file(attachment) is some kind of file from a computer that we add to a letter to send it by e-mail.
How to attach a file to an email and send it
Let's say I want a document that is on my computer to end up on my colleague's computer. I know his email address, so I can write a letter from my mailbox and attach a file to it.
When a colleague goes to his mail, he will see a new message, inside of which there will be a document. He can open it directly in the mail or download it to his computer.
The file transfer technology is as follows:
- We open our email box.
- We write a letter: indicate the recipient's email address, subject and, if necessary, print the message.
- Click the dedicated button to add a file.
- In the window that opens, select the file from the computer.
- We send a letter by clicking on the appropriate button.
Example
1. I open my email box and click on the button for writing a letter.
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2. I type the address of the person to whom I want to send the file, and indicate the subject.
The text can not be typed, because I only need to send the file. But I usually print it: I say hello, I explain what exactly I am sending and why.
3. To attach a file, I click on a special button at the top or bottom (above or below the part for entering text).
| Yandex Mail: | Mail.ru: | gmail.com: |
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4. A small window opens with files and folders on my computer. In it I have to find what I want to send.
Let's say I need to send a document that is on my computer in the Local Disk D in the Contracts folder. So, in the window I open the Local disk D:
And open the Contracts folder:
The files that are in this folder are shown. I find among them the one I want to send, and double-click on it with the left mouse button.
The window disappears and my document appears above or below the attach button.
Immediately after that, my message with the attached document will go to the specified address. Here's how the recipient will see it:
Notice the paperclip icon at the end. Thus the mail site shows that there is an attached file inside.
Having opened the letter, the recipient will see both the text and the document, which they can view or download to their computer.
How to add multiple files to an email
You can add several files of any type to one letter. It can be photos, documents, music and even videos.
To do this, it is not at all necessary to send several letters - you can write one and add to it everything that we want to send. It happens like this: we write a letter, add one file to it, then, in the same way, another, third, and so on.
But what if there are not one or two, but more than ten? Is it possible to add an entire folder, rather than each file individually?
Sorry, you can't send a folder by email. But it can be archived and attached to the letter.
You can do this right in the window through which we add a file to send. Clicking right click mouse over the folder, select 7-Zip or WinRAR from the list and create an archive.
Then, in the same place, select the newly created archive, that is, double-click on it with the left mouse button.
The archive, which contains the folder required for forwarding, is attached to the letter. It remains only to send it.
Nuances
If you plan to send more than three files in one email, it is good practice to archive them.
For example, I want to send ten photos to a friend. You can, of course, send ten letters, each of which add a photo. But it is inconvenient neither for me, nor, moreover, for him. Therefore, I decide to send one letter, to which I attach all the photos.
In this case, it would be more correct to put them in a separate folder on the computer itself, then archive it and add the resulting archive when sending a letter.
As a result, one file will be sent, not ten. It will be easier for my friend to download it to a computer and unzip it than to watch (download) each photo individually.
Before sending photos by e-mail, they should be compressed (reduced in size).
It's more than a rule good manners. This is a necessity! But, unfortunately, many users do not even know about it.
You will learn more about why this is necessary and how to do it in the Photo Compression lesson.
Exercise
- Send an email with an attachment from your email address to your own address. That is, in the "To" field, type your email address. After sending, you will receive an email from yourself with this attachment.
- Open your letter and try to view the sent file directly in the mail. Then download it to your computer and open directly from it.
- Send emails to your address with several attachments (both individually and zipped).
- Try sending photos after compressing them.
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