A well-planned email marketing campaign helps people interested in your product or service stay informed with your business publications, advance through the sales funnel and be more prepared to make a purchase.
The email is used for multiple actions:
- Email marketing is used to generate leads and customers
- Optimize your strategy with the greatest tools and A/B tests
When To Use Reply, Reply To All, CC, BCC in an Email
In this article, we will show you how to use the email correctly. This tool is very useful to generate business opportunities, or even know how to optimize a strategy that already exists. So it is important to use it correctly, and for this, we will answer the question that normally arises in these cases: How can I respond to an email in a correct manner so as not to disturb the rest of the recipients?
When to use “Reply” and “Reply all”
The answer option allows you to reply to an email to a single recipient, be it the original writer of the mail or the last one who forwarded it.
The answer to all is the ideal option when you have to answer all the members of the mail chain. If you use this option, all recipients will receive the email whether they are in the To field or the CC.
I recommend you consider these questions when deciding the option to respond or to answer all:
- Am I the main recipient of the email?
- Is it necessary for more than one recipient to know what I answered in the previous emails?
- Do the rest of the recipients wait or need to receive my response?
- Does the email affect most of the members of the chain?
- Is it important and necessary that the rest of the recipients still be part of the chain?
If this is the case in which you are the main recipient of the email, and only one person needs to know that you answered, or if you also know that the rest of the recipients do not expect to receive your response, you must use the Reply option.
If on the contrary, your answer affects most of the members of the chain, or if the rest of the recipients need to receive your answer, you should use Reply to all.
Some practical examples can be the following:
- If the boss sends an email to the entire department communicating the promotion of a co-worker, your congratulations should be sent exclusively to your partner with the answer option.
- If the CEO wants to announce a news to employees, there is no need to respond to all. Or if you have a question or a comment for the boss about that news, answer him directly or send him a new email.
- In the case that you are working on a project with a series of employees, the Reply to all option is useful. Everyone can have access to the same information and be aware of the comments and updates at the same time.
- The reply to all function is very useful when the rest of the recipients of an email can have questions similar to yours.
- The Reply to all function is also very useful in case the boss requests comments from the whole group about an email he/she has just sent.
When to use “CC” and when “BCC”
The option CC means “With Copy”, and allows sending an email where any of the recipients can see the addresses of the rest that appear in the CC field. In this case, if you use Reply to all, you ensure that all recipients belonging to the CC field receive your message.
The option BCC means “With Hidden Copy”, and allows you to send an email where none of the recipients can see the addresses of the rest that appear in the BCC field. In this case, if you use Reply to all, you ensure that all recipients belonging to the BCC field receive your message, but do not receive subsequent emails from the chain.
This last option is very useful when a partner introduces you to someone in an email. Placing your partner in BCC, you can get in touch with the person who presented you and in turn, he/she will know that you spoke with him/her. In addition, the following emails that you cross with this new contract will not reach your partner, since having put it in BCC, he/she will be out of the following emails from the chain.
The different situations that can occur in a company become complicated in some cases. Many doubts assail you about who you should include, and who not in the following communications. Following the steps above and with the examples given, you should not have great difficulty in making the right decision.
If you have any other queries let us know them in the below comment box and we will get back to you as soon as possible to solve all your questions.